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JOB TITLE:  Office Manager for Porter Services Center (PSC)

FLSA CLASSIFICATION:  Non-exempt, hourly employee.

WORK DAYS:  246 days (not including paid holidays).

STANDARD HOURS PER DAY:  8 hours per day (not including a 60-minute unpaid duty-free meal break)

WORK YEAR: The Office Manager for PSC is generally employed for at least 261 days (not including paid holidays or paid vacation time). However, if hired to fill a temporary short-term vacancy or serving a special need, the length of the work year may be more or less than 261 paid days.

SALARY SCHEDULE & BENEFITS: The Office Manager for PSC is paid on the "Secretaries" salary schedule and is eligible for benefits on the "Support Staff" benefits schedule if hired for at least 60 consecutive days. Office Manager: Level 2. Starting salary $22.0. 

REPORTS TO: Director of Porters Services 

SUPERVISES: The Office Manager for PSC does not supervise any other employee(s).

GENERAL SUMMARY OF DUTIES:

Under direct supervision, the Office Manager for PSC main goal is to support Porter Service Center Leadership with maximizing efficiency across the District, delivering exceptional customer service, while performing clerical/administrative duties. Performs related work as directed. 

ESSENTIAL FUNCTIONS:

1. Office Operations and Administration:
   1. Coordinate and oversee the offices of Porter Service Center,facilities side, ensuring they operate effectively and efficiently.
   2. Coordinate maintenance and servicing of office technology/equipment, including copiers and printers.
   3. Oversee the ordering of supplies and inventory materials.
   4. Maintain organized systems for records, files, and documentation.
   5. Performs assigned clerical tasks, which may include supporting office processes, maintaining spreadsheets, entering and collecting data, filing, sorting, and packaging materials.
   6. Organizes and maintains electronic and physical records and files in accordance with district standards.
   7. Utilizes Excel and Google Sheets to perform various types of spreadsheets to monitor efficiency and performance.
   8. Operates office equipment and tools associated with department activities, which may include computers, copiers, scanners, printers, and other standard office equipment.
   9. Maintains accurate and timely information as part of assigned job responsibilities.
2. Payroll, HR, and Staffing Support:
   1. Support payroll processes by ensuring accurate timekeeping system management for attendance and payroll date.
   2. Supports staffing needs by ensuring paperwork for new hires/resignations are completed, maintaining employees files and records.
   3. Maintain personnel records and ensure compliance with onboarding and offboarding requirements.
   4. Coordinate recruitment activities, including job postings, interview scheduling, and candidate tracking in Frontline.
3. Customer Service and Communication:
   1. Provide high-quality customer service to visitors, staff, and community members.
   2. Ensure timely and accurate communication of messages and information to appropriate personnel.
   3. Collaborate with the District Communication Coordinator to share relevant updates for building leaders and staff when necessary.
4. Facilities and Asset Management:
   1. Maintain and oversee key control systems for service vehicles and building access.
5. Transportation Operations Support:
   1. Operate two-way radio communication systems to assist with work orders and emergency calls.
6. Technology and Data Management:
   1. Operate and troubleshoot office technology, including computers, software systems, and standard office equipment.
   2. Maintain accurate, complete, and timely records and data related to job responsibilities.
   3. Stay current with district technology tools and participate in ongoing training to maintain required proficiency.
7. Technology and Professional Development
   1. Remains current on technology, as job-appropriate, used by Warren and Porter Services.
   2. Attends district-supported training to maintain the skill level required to perform the current position effectively, including training on office software and financial processes.

NON-ESSENTIAL FUNCTIONS: 

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1. Performs related duties as directed. 

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING: High school diploma or GED is required; 

2. EXPERIENCE: This is an entry-level clerical/secretarial position that requireslittle or no previous experience or training except the knowledge, skills and abilities to perform the essential job functions.

3. CERTIFICATIONS &/OR LICENSES: None required.

4. OTHER: Ability to perform the essential functions, meet the performance aptitudes, and fulfill the physical/sensory/environmental requirements of the job (with or without reasonable accommodations) is required.

PERFORMANCE APTITUDES:

1. Data Utilization: Requires the ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed schema or plan. Includes judging whether readily observable functional, structural or compositional characteristics are similar to or divergent from prescribed standards, procedures or routines.
2. Human Interaction: Requires the ability to exchange information to obtain or clarify details. Performs such within well-established policies, procedures, and standards.
3. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
4. Verbal Aptitude: Requires the ability to utilize a variety of reference data and information.
5. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division.
6. Functional Reasoning: Requires the ability to carry out detailed but uninvolved written or oral instructions. Involves routine work according to clearly prescribed standard practices, with some latitude for independent judgment.
7. Situational Reasoning: Requires the ability to exercise the judgment required in situations characterized by repetitive or short-cycle operations covered by set procedures or sequences. 

PHYSICAL REQUIREMENTS: Tasks involve the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and that may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20-50 pounds). 

SENSORY REQUIREMENTS: Some tasks require visual perception and discrimination. Some tasks require oral communication ability. 

ENVIRONMENTAL FACTORS: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.