Dayton Business Technology High School
Job Description
Title: Community School Office Coordinator
Reports To: Principal and Chief Academic Officer
Evaluated By: Principal and Chief Academic Officer
Job Summary:
To provide specific clerical and administrative support to staff as assigned. Serves as contact professional for vendors and contractors working for DBTHS, EMIS, enrollment, attendance, human resource management. Compliance management, assistant to superintendent, principal/CAO, plan, organize, implement, and evaluate and promote the DBTHS district's business practices. Basic clerical duties include maintenance of the front office, securing supplies and oversight on all outgoing correspondence. To perform this job successfully, an individual must be able to perform each essential duties satisfactorily. The essential functions listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Education:
Bachelors degree or 5 years' experience in Education or Business Administration.
Minimum Experience:
- Demonstrate evidence of strong organizational and communication and customer service skills Ability to generate, record, maintain information and statistical data.
- Ability to maintain accurate compliance documents.
- Knowledge of the Ohio Department of Education and Ohio's New Learning Standards.
- Must be able to maintain confidentiality of student records and school business.
Preferred Education/Experience:
- Bachelors of Science or 5 years' experience in Education or Business Administration.
- 1-3 years secretarial experience preferably in a school districts central office setting.
Required Licensure: None.
Essential Functions:
- Serves on the District Leadership Team.
- Provides administrative and clerical support to staff.
- Business administration principles and practices of the front office.
- Works closely as key contact with vendors and contractors for services provided.
- Works closely as key contact with students and their families on enrollment applications and admission.
- Human Resource management.
- Compliance management aligned to community school requirements.
- Building Secretary/Business Administration continued.
- Performs secretarial support duties.
- Takes the initiative to perform routine tasks independently.
- Organizes and maintains computer databases and paper filing systems that ensures the safe retention and efficient retrieval of office records.
- Maintains an orderly office.
- Maintains the confidentiality of privileged information.
- Answers and directs telephone calls. Takes/delivers messages.
- Acknowledges visitors. Determines the reason for their visit Answer questions. Verifies appointments. Directs visitors to the appropriate person or office.
- Prepares and processes database information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
- Verifies the accuracy of data as directed.
- Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
- Collects forms as needed.
- Composes and types routine correspondence, memos, notes, forms, etc.
- Collects, compiles, edits, and types statistical data and reports as directed.
- Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
- Processes incoming, outgoing, and interoffice communication. (Assist with letters and newsletters to families and community partners.
- Assist with board agendas, copies, emails and distribution.
- Responsible for the Board Meeting Minutes and distribution to board members, treasurer, CAO and Attorney's.
- Responsible for ensuring all board meeting calendars are posted to the website.
- Responsible for maintaining hard copy and electronic board meeting minutes and resolutions. Responsible for ensuring that water/light snacks are available during board and other community meetings.
- Assisting with correspondence of meetings to board members and community partners.
- Maintain all EMIS record, working collaboratively with third party contractors.
Other Responsibilities:
- Assists with committee assignments and special projects as directed.
- Prepares requisitions and purchase orders as directed.
- Updates documents as directed.
- Monitors and orders office supplies.
- Maintain all fundraiser records, adhering to all fiscal fundraiser requirements.
- Accounts Payables- stamp received/invoice management and required filing.
- Student record keeping- transcript requests and diploma orders.
- Graduation planning and coordination.
- Ceremony letters and communications, via phone, emails, social media, website, marketing Invitations to board members and community partners verification letters to parents.
- Graduation reception coordination for staff, board members, graduates, and families.
- Order all graduation gowns, tassels, diplomas from Jostens.
- Order wall pictures/plaque/senior photos coordination.
- Maintains all contracts in secured location.
- Maintains schedule of all contract renewals and expiration dates.
- Travel to pick up items as needed for the school.
Human Resources Responsibilities:
- Post for all open positions as directed, maintain records of all applicants, interviews and communications.
- Review all potential candidate resumes, print and provide to the CAO/Principal.
- Assist with the scheduling and coordination of all interviews.
- Interview preparation, resumes, questions, interview team invitations, results and pending actions.
- Responsible for the collection of all background checks for all staff, board members and community volunteers working directly with students.
- Coordinating and Maintaining all on boarding activities, new staff or board members welcome packets, background checks, materials, supplies, schedules, calendars etc.
- Responsible for the confirmation of all license renewals, updates and requirements of the Ohio Department of Education.
- Responsible for the annual roster verification required by the Office of Community School Sponsorship.
- Responsible for ensuring all website personnel announcements are updated on Social Media and the Website, for example, New Board members, staff members and making sure all former employees and board members are removed.
- Communicate and coordinate all compliance training for new hires.
Student Enrollment Responsibilities (Assists the Enrollment Coordinator in these functions) :
- Assists the Enrollment Coordinator for all online and registration enrollment procedures.
- Receive and maintain records of all immunizations and health department documents.
- Work collaboratively with leadership team on student handbook, preparation and distribution of copies.
- Ensure all required documents are uploaded on the website annually, (current student and staff handbooks).
- Collect and maintain all transcripts.
- Enrollment verification of students.
- Monthly verification of residency.
- Attendance monitoring and communication to court and outside agencies Communicate with Dean of Students regarding students at risk of truancy.
- Lead attendance intervention team.
- Assists the Enrollment Coordinator in scheduling all enrollment interviews and SEL assessment sessions.
- Maintain all withdrawal records.
- Provide work permits as requested.
Adult Education Responsibilities (Assist the 22+ Program Coordinator) :
- Make sure all billing in invoiced by July 31.
- Address all phone and email inquiries.
- Take applications as they walk in go through application with them, copy and scan documents necessary (i.e. birth certificate, social security card, ID, proof of residence, transcripts, test scores and IEP if applicable).
- Fax for transcripts requests daily, follow-up with phone calls to schools to obtain needed student information.
- Review work experience form with students, verify it is completed correctly
- Create work experience certificate and scan to prepare it to be uploaded into system
- Have email account created for student
- Assist students with creating a OID account and approving account
- Upload all required documents to application
- Communicate with students status of their application with ODE
- Record completed classes in invoicing system in students’ application uploading transcript
- Email treasurer of pending invoices
- Correct testing in 22+ application once students pass tests (update board log sheet and email treasurer of pending revenue)
- Hours need to be logged into invoicing website by student every month
- Enter new applicants for FY20, keep these applications up-to-date and accurate
- Renew apps from last year (any approved application where the student did not complete)
- Track phone calls incoming and outgoing log into 22 + spreadsheet
- Update 22+ student log with new applicant and track hours in class weekly
- Enter new students into all necessary 22+ documents after approval from state
- Request diplomas to be ordered
- Refer students that wish to participate in graduation to order their cap and gown from Jostens
Physical Requirements:
- Stand, sit and walk on a frequent basis over an eight hour period. Work may require the movement of boxes, packages, and stacking as needed.
- Fine motor skills required for use in pincer grasp and typing.
Working Conditions:
- Work is generally indoors in an office and school setting.
- Special events may require some outdoor event coordination.
- Travel to pick up items as needed for the school.
Performance Evaluation:
Job performance is evaluated according to the policy provisions and procedures of Dayton Business Technology High School. The supervisor shall assess/rate the individual's job performance against the responsibilities and essential elements that are applicable and included in this job description. Dayton Business Technology High School is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. The job description does not imply that these are the only duties and responsibilities to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors and unforeseen events.
Job Type: Full-time
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- After school
- Monday to Friday
- Weekends as needed
Application Question(s):
- How many years of Google Suite experience do you have?
Experience:
- Microsoft Office: 2 years (Preferred)
- Administrative experience: 2 years (Preferred)
- Office: 2 years (Preferred)
Ability to Relocate:
- Dayton, OH 45402: Relocate before starting work (Required)
Work Location: In person