Springfield Public Schools
Office Manager - Full-Time (8.0 hpd.) - 12 months - Human Resources Department
Springfield Public Schools, Springfield, Massachusetts, us, 01119
Springfield Public Schools is committed to finding the best candidate for the job, including candidates who may come from less traditional professional backgrounds. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in the job posting. We encourage you to apply, even if you do not believe you meet every one of the qualifications outlined in the job posting.
If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact Human Resources to discuss your application.
Posting Opens: Wednesday, September 11, 2024
Posting Closes:
Wednesday, September 25, 2024
Salary:
The salary range is $22.77 - $29.96 per hour depending on education/experience.
About the District
Springfield Public Schools is located in Springfield, Oregon, in the heart of the Willamette Valley, and serves 185 square miles of the city of Springfield and East/Central Lane County. We are directly to the East of Eugene, where the University of Oregon is located. We currently have more than 9,000 students, over 1,400 staff members and over 600 teachers in our kindergarten through grade 12 school district. Springfield Public Schools believes student success is our most important outcome. The success of our students depends on the collective community coming together to support "Every Student, Every Day" throughout their K-12 education.
In Springfield Public Schools, we acknowledge that systemic barriers have perpetuated disparities and disproportionate outcomes for students from historically marginalized populations. We believe that educational equity is about providing every student with the opportunities and resources to thrive, and removing the barriers that have led to the predictability of academic success based on identity. We assert that working for educational equity is the responsibility of each person in our system.
We strive to create welcoming and inclusive cultures and environments that embrace and affirm the identity of each student inclusive of race, ethnicity, disability, family economics, mobility, language, sex, sexual orientation, gender identity, initial proficiencies, immigration status, and religion. We are committed to standing up to bias and discrimination.
We recognize that achieving educational equity is a process of assessment, reflection, and continuous improvement. We engage in these practices so that across our system, teaching and learning can be appropriately varied and responsive to every student, every day.
To learn more about Equity & Inclusion efforts at Springfield Public Schools please click here!
About the Position
Springfield Public Schools seeks outstanding candidates for the position of Office Manager in the District's Human Resources Department. To support this work, successful candidates will possess the following characteristics that support our vision of Every Student, Every Day and share our values:
A belief that every student can and will learn;The desire to eliminate inequities in student achievement;The motivation to foster safe, healthy and engaging environments;A commitment to promote an inclusive culture that draws on the assets of students, staff and community.Position Summary
The Human Resources Office Manager serves as a liaison between the HR Department and other District staff and manages the administrative duties for the HR Department. The position supports operations by maintaining office services while providing high level administrative and technical support to staff including matters of a confidential nature. This position performs a variety of complex and diverse clerical work requiring an individual to plan, organize, and provide direction & control while using independent judgment and a thorough knowledge of modern office and clerical procedures and practices.
Essential Functions
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
Provides administrative support to assigned administrator(s) including, but not limited to preparation of presentations, budget, minutes, data tracking, calendar management, travel arrangements and correspondence;Performs a variety of administrative tasks, including greeting stakeholders, answering main HR Department line, routing calls or messages to appropriate staff and operating general office machinery including photocopy machines, computers, fax machine, typing, proofreading, filing, sorting, and handling incoming and outgoing mail;Processes purchase and work orders for department using District selected computer applications and programs;Collects time sheets for certified and administrative staff for payroll;Serves as a community and staff resource specific to School and District processes and procedures;Serves as liaison between administration, personnel and community as appropriate;Manages department-wide purchasing, supply inventory, supply/material orders, receives, and facilitates returns;Schedules meetings, conferences and programs as required including creating schedules, contacting all invited parties, preparing agendas, newsletters, building informational correspondence, arranging for catering and distributing materials to all parties;Assists in the preparation of and monitors building and departmental budget as required and notifies administration of any inconsistencies;Maintains working knowledge of specialized terminology, District programs, policies, procedures, rules, and forms;Manages budget preparations as requested;Maintains department calendars coordinating and scheduling as appropriate;Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement;Keeps management informed by reviewing and analyzing special reports; summarizing results against standards; making necessary adjustments;Completes a high volume of computer work, using District computer programs, to input high volumes of data with speed and accuracy, including confidential data, in an environment with constant interruptions;Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records;Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments;Achieves, with administrator assistance, financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions;Coordinates and maintains all administrative procedures, processes, operations and ensures compliance;Troubleshoots office machinery (copy, fax, postage meter etc.), coordinates maintenance and supply inventory;Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format;Other related duties may be assigned.Minimum Qualifications
Education and Experience:
Associate's Degree (A.A.) or the equivalent* from two-year college; ANDFour (4) years of increasingly responsible, closely related work experience; or the equivalent combination of education and/or experience.*Associate's Degree education equivalency equals two years of increasingly responsible work experience for each full year (24-30 units) of college
Ability to obtain a valid First Aid/CPR card and pass Safe Schools training modules as assigned.Criminal Justice Fingerprint/Background ClearanceDesired Qualifications
Prior Human Resources office experience.Knowledge, Skills & Abilities
(May be acquired through education, training, and/or experience.)
Knowledge of:
District policies and procedures; modern office practices and procedures; highly developed letter writing, correct language usage; highly developed receptionist and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.Skills to:
manage supply inventory, track budget expenses, delegate workflow and staffing, manage office processes, including office standards and promotion of process improvement; reconcile bank account(s); proficiently utilize Microsoft Outlook Web App, Office Word, Excel, and PowerPoint; proficiently utilize Google Suite.Ability to:
understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality, as set forth in Board policy; provide information pertaining to area and/or District/School policies, procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; interacts thoughtfully and courteously with students, staff, parents, and community members and resolves conflict in a professional manner; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding, make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.An Affirmative Action / Equal Opportunity Employer
Springfield Public Schools does not discriminate on the basis of race, color, religion, ancestry, national origin, disability, gender or sexual orientation in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact Human Resources at (541) 726-3203.
Veterans's Preference
It is our policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:
Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
OR
a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.Disabled Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
AND
a copy of the applicant's veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).
For veterans' preference to apply, the required military documents must be submitted at the time of application submission.
This position is eligible for benefits which include Medical, Dental, and Vision Benefits with full access to our free Wellness Clinic, Optional Life Insurance, Flexible Spending Account, 403B and an employee Assistance Program and more.
If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact Human Resources to discuss your application.
Posting Opens: Wednesday, September 11, 2024
Posting Closes:
Wednesday, September 25, 2024
Salary:
The salary range is $22.77 - $29.96 per hour depending on education/experience.
About the District
Springfield Public Schools is located in Springfield, Oregon, in the heart of the Willamette Valley, and serves 185 square miles of the city of Springfield and East/Central Lane County. We are directly to the East of Eugene, where the University of Oregon is located. We currently have more than 9,000 students, over 1,400 staff members and over 600 teachers in our kindergarten through grade 12 school district. Springfield Public Schools believes student success is our most important outcome. The success of our students depends on the collective community coming together to support "Every Student, Every Day" throughout their K-12 education.
In Springfield Public Schools, we acknowledge that systemic barriers have perpetuated disparities and disproportionate outcomes for students from historically marginalized populations. We believe that educational equity is about providing every student with the opportunities and resources to thrive, and removing the barriers that have led to the predictability of academic success based on identity. We assert that working for educational equity is the responsibility of each person in our system.
We strive to create welcoming and inclusive cultures and environments that embrace and affirm the identity of each student inclusive of race, ethnicity, disability, family economics, mobility, language, sex, sexual orientation, gender identity, initial proficiencies, immigration status, and religion. We are committed to standing up to bias and discrimination.
We recognize that achieving educational equity is a process of assessment, reflection, and continuous improvement. We engage in these practices so that across our system, teaching and learning can be appropriately varied and responsive to every student, every day.
To learn more about Equity & Inclusion efforts at Springfield Public Schools please click here!
About the Position
Springfield Public Schools seeks outstanding candidates for the position of Office Manager in the District's Human Resources Department. To support this work, successful candidates will possess the following characteristics that support our vision of Every Student, Every Day and share our values:
A belief that every student can and will learn;The desire to eliminate inequities in student achievement;The motivation to foster safe, healthy and engaging environments;A commitment to promote an inclusive culture that draws on the assets of students, staff and community.Position Summary
The Human Resources Office Manager serves as a liaison between the HR Department and other District staff and manages the administrative duties for the HR Department. The position supports operations by maintaining office services while providing high level administrative and technical support to staff including matters of a confidential nature. This position performs a variety of complex and diverse clerical work requiring an individual to plan, organize, and provide direction & control while using independent judgment and a thorough knowledge of modern office and clerical procedures and practices.
Essential Functions
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
Provides administrative support to assigned administrator(s) including, but not limited to preparation of presentations, budget, minutes, data tracking, calendar management, travel arrangements and correspondence;Performs a variety of administrative tasks, including greeting stakeholders, answering main HR Department line, routing calls or messages to appropriate staff and operating general office machinery including photocopy machines, computers, fax machine, typing, proofreading, filing, sorting, and handling incoming and outgoing mail;Processes purchase and work orders for department using District selected computer applications and programs;Collects time sheets for certified and administrative staff for payroll;Serves as a community and staff resource specific to School and District processes and procedures;Serves as liaison between administration, personnel and community as appropriate;Manages department-wide purchasing, supply inventory, supply/material orders, receives, and facilitates returns;Schedules meetings, conferences and programs as required including creating schedules, contacting all invited parties, preparing agendas, newsletters, building informational correspondence, arranging for catering and distributing materials to all parties;Assists in the preparation of and monitors building and departmental budget as required and notifies administration of any inconsistencies;Maintains working knowledge of specialized terminology, District programs, policies, procedures, rules, and forms;Manages budget preparations as requested;Maintains department calendars coordinating and scheduling as appropriate;Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement;Keeps management informed by reviewing and analyzing special reports; summarizing results against standards; making necessary adjustments;Completes a high volume of computer work, using District computer programs, to input high volumes of data with speed and accuracy, including confidential data, in an environment with constant interruptions;Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records;Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments;Achieves, with administrator assistance, financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions;Coordinates and maintains all administrative procedures, processes, operations and ensures compliance;Troubleshoots office machinery (copy, fax, postage meter etc.), coordinates maintenance and supply inventory;Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format;Other related duties may be assigned.Minimum Qualifications
Education and Experience:
Associate's Degree (A.A.) or the equivalent* from two-year college; ANDFour (4) years of increasingly responsible, closely related work experience; or the equivalent combination of education and/or experience.*Associate's Degree education equivalency equals two years of increasingly responsible work experience for each full year (24-30 units) of college
Ability to obtain a valid First Aid/CPR card and pass Safe Schools training modules as assigned.Criminal Justice Fingerprint/Background ClearanceDesired Qualifications
Prior Human Resources office experience.Knowledge, Skills & Abilities
(May be acquired through education, training, and/or experience.)
Knowledge of:
District policies and procedures; modern office practices and procedures; highly developed letter writing, correct language usage; highly developed receptionist and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.Skills to:
manage supply inventory, track budget expenses, delegate workflow and staffing, manage office processes, including office standards and promotion of process improvement; reconcile bank account(s); proficiently utilize Microsoft Outlook Web App, Office Word, Excel, and PowerPoint; proficiently utilize Google Suite.Ability to:
understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality, as set forth in Board policy; provide information pertaining to area and/or District/School policies, procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; interacts thoughtfully and courteously with students, staff, parents, and community members and resolves conflict in a professional manner; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding, make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.An Affirmative Action / Equal Opportunity Employer
Springfield Public Schools does not discriminate on the basis of race, color, religion, ancestry, national origin, disability, gender or sexual orientation in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact Human Resources at (541) 726-3203.
Veterans's Preference
It is our policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:
Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
OR
a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.Disabled Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
AND
a copy of the applicant's veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).
For veterans' preference to apply, the required military documents must be submitted at the time of application submission.
This position is eligible for benefits which include Medical, Dental, and Vision Benefits with full access to our free Wellness Clinic, Optional Life Insurance, Flexible Spending Account, 403B and an employee Assistance Program and more.