Office Manager with Allowance

Regina Catholic School Division
- Position Description_

**Position Title **Office Manager With Allowance

**Reports to **Principal; Vice Principal

**Pay Level** Pay Level 05

**Employment Term **12 Months

**Revision Date **August 2019

In a Catholic environment that fosters collegiality and supports continuous learning, the Office Manager with Allowance provides supervisory leadership in a high school office setting, performs communication functions and has budgetary responsibilities.

**Required Duties and Responsibilities**:
Without restricting the generality of the above-stated basic function, the Office Manager with Allowance shall perform such duties and responsibilities as may be assigned including but not restricted to the following:
**Catholic Distinctiveness** Ensure Catholicism is evident in her/his work both within and outside of the division
- Be knowledgeable and supportive of Regina Catholic Schools’ policies and expectations
- Permeate our Catholic faith in his/her area
- Foster Christ-like behavior
- Treat all stakeholders as valued people of God. Is fair and understanding, developing relationships to help move people forward
- When applicable attend and participate in liturgies held for their location
- Conduct oneself in a Christian manner appropriate to an educational institution
- Complete a yearly Catholic Formation goal in the Committed to Professional Growth document

**Primary Duties **Office Management
- Delegate, supervise and direct education support professional staff to ensure that

assignments are completed accurately and in a timely manner
- Provide back-up coverage for absent office admin staff (i.e. booking of substitute teachers)
- Manage office hours for all ESP’s at the school (i.e. collect and check timecards, sick

leave, etc.)
- Mentor/train office staff
- Assist with the interviewing of potential new education support professional staff
- Relay instructions and information from administrators to education support

professional staff and to the staff in general
- Manage school opening (Fall) and school closing (June) procedures and

correspondence
- Process mail on a daily basis, including postings; order & load postage as needed
- Maintain a supply of current teacher and student-related forms
- Issue school keys/security access codes to existing staff and collect keys from

departing staff
- Maintain a data bank for student and staff parking allocations
- Serve as the back-up contact person for SIRS regarding changes or problems
- Assist in the preparation of monthly, quarterly and annual administrative reports
- Maintenance of school printers/copiers and test score machines
- Schedule meetings, organize and book appointments for the Administrators, book venues & arrange catering as required
- In collaboration with the Administrators, schedule the school’s Calendar of Events
- Manage all clerical & financial needs as they pertain to school special events (e.g.

Grad, Awards Nights, Grade 8/9 Transition events, etc.)
- Support for CSCC Committee (finance reports, year-end reports for CEC, Election Chief

Returning Officer, etc.)

Financial/Business Management
- Manage all aspects of purchasing card (Visa) activity for the school
- Manage all aspects pertaining to in-school accounts (collecting of monies, reports, etc.)
- Manage all aspects of SchoolCash (KEV) - receipting, depositing of SBF/BBF
- Manage all aspects of Catholic Education Centre (B&F) budgetary requests and reports
- Process annual tender order needs for the school as well as those submitted by the

Education Leaders
- Manage all aspects of requisitions
- Maintain inventory of office supplies as well as general instructional supplies and order as required
- Receive and distribute supplies
- Manage student fee collection and reimbursement
- Process teacher travel/coaches’ allowance forms

Regina Catholic School Division
- Position Description_

**Primary Duties **Student Related Responsibilities
- Manage all the necessary student forms required by the office (e.g. Health Forms, etc.)
- Assign bussing as required - order buses and code to appropriate budget categories

(e.g. First Student Bus)

Professional Responsibilities
- Work collegially with peers to provide an efficient, effective office environment
- Make decisions and respond to questions in the absence of administration
- Handle sensitive information in a confidential and professional manner
- Participate in System-sponsored, professional development and in-service training
- Participate in various committees as required (e.g. Occupational, Health & Safety,

Leadership Team, etc.)
- Other duties as assigned by the Principal or Vice-Principal

**Job Specifications**:
In addition to the Duties and Responsibilities, the Office Manager with Allowance is expected to have the following requirements:
**Confidentiality **At no time should the employee discuss publicly or release information pertaining to students and employees of the Regina Ca