Irving ISD
Office Manager (25-26 SY)- Health Services
IRVING INDEPENDENT SCHOOL DISTRICT
Job Description
JOB TITLE:
Office Manager
WAGE/HOUR STATUS:
Nonexempt
FUNDING SOURCE:
Local
REPORTS TO:
Director of Clinic and Health Services
PAY GRADE:
Paraprofessional 065
DUTY DAYS:
230
DEPARTMENT:
Clinic & Health Services
DATE REVISED:
July 1, 2021
This position is eligible for a Letter of Assurance.
Primary Purpose Provide direct support to the Director of Clinic & Health Services and perform all clerical duties; manage and facilitate the efficient operation of the department. This includes managing all needs of the department staff throughout the school district, processing and balancing Kronos timesheets, ordering inventory and district equipment for all campus locations, and training department employees on inventory ordering procedures, department functions, guidelines, and payroll matters.
Qualifications Minimum Education
High School Diploma
Have or be eligible to obtain a Texas Notary Public Commission
Have or receive HeartSaver AED First Aid certification
Special Knowledge/Skills
Excellent communication and public relations skills
Proficiency in typing, Excel, Google, Word and other computer applications
Knowledge of basic accounting principles and ability to complete complex mathematical calculations when necessary
Ability to maintain accurate and auditable records for all department programs and payroll entry and documentation of employee records
Assist with the organization of annual staff evaluations for all campus employees
Basic knowledge and understanding of medical terminology, blood pressure results and campus clinic processes
Ability to work independently without supervision
Excellent time management skills and ability to multitask and prioritize work
Bilingual preferred
Minimum Experience At least two years of successful secretarial experience or other equivalent experience in a public environment.
Major Responsibilities And Duties Serve as department secretary/office manager
Organize and maintain departmental files ensuring all are current and accurate.
Receive, sort, and distribute mail, documents, and materials to the department staff.
Receive incoming calls and take accurate messages.
Manage difficult situations with calmness and support.
Arrange travel for department staff.
Assist in compiling information for administrative reports and state/district reports.
Maintain student records in accordance with state record‑keeping requirements.
Communicate with vendors and schedule events such as district‑wide blood screening, flu shot clinics, vitamin B‑12 clinics, TB testing for Food Service employees, COVID vaccine clinics, CareVan Program clinics for students, vision clinics, and other community events.
Manage the district department website.
Maintain and update all departmental forms, written and computerized.
Assist with management of CPR inventory, training, and documentation to the State Training Center.
Schedule interviews and prepare interview packets for hiring for full‑time and guest educators.
Ensure security, integrity, and confidentiality of all data.
Coordinate monthly departmental meetings.
Accounting and Payroll
Perform accounting tasks following district guidelines including budget, fixed assets, requisitions, contract development, and purchase orders.
Assist with preparation and payment authorizations for department supplies and materials across all campuses.
Maintain adequate inventory in the warehouse and communicate with warehouse employees as needed.
Communicate clinic equipment needs with campus nurses.
Maintain accurate account balances for funding sources.
Provide supplies for Automatic External Defibrillator machines and manage distribution.
Provide accurate quotes for purchases.
Process and balance Kronos timesheets and payroll information for paraprofessionals and professionals during summer school.
Consolidate monthly Frontline employee absences for all campus nurses.
Train new employees in the use of Munis system for inventory ordering.
Develop appropriate job assignment skills.
Adhere to the Professional Code of Ethics and district policies.
Manage travel documents and mileage reimbursement for department employees.
Other duties as assigned.
Campus Management
Manage all 44 departmental staff across campuses.
Monitor Munis entry from registered nurses and correct entries monthly.
Manage AED program on each campus, tracking units per FDA requirements.
Communicate with nurses regarding AED supplies and audit reports.
Coordinate disposal of non‑functioning equipment through fixed assets.
Discuss influenza like illness reporting with campus nurses.
Collect and provide credits for nurse professional development.
Enter all professional development for clinic and health services into Eduphoria system.
Sign out CPR equipment and manage related paperwork.
Provide CPR card certification after processing paperwork.
Manage each CPR class for nurses during the school year and summer courses.
Handle time‑off requests and manage nurse travel forms and documentation.
Track nurse absences and reconcile with Frontline system.
Balance Kronos time for paraprofessionals and summer school staff.
Maintain medical DVD library for each clinic nurse.
Setup Vision Van Program and coordinate student appointments.
Receive calls and make purchases for each school clinic.
Manage appointments for CareVan Immunizations and CareVan Irving Clinics.
Deliver supplies to campus nurses as needed.
Equipment Used Computer, telephone, fax, copier, calculator, blood pressure machine, thermometer, Automatic External Defibrillator (AED).
Mental Demands/Physical Demands/Environmental Factors Mental Demands:
Show management and remain calm while under stressful and emergency situations; concentrate through continuous interruptions; communicate effectively; remain calm when dealing with angry parents or individuals.
Physical Demands:
Possible exposure to communicable diseases and bloodborne pathogens; repetitive motion; lifting objects weighing up to 50 pounds; stooping, bending, kneeling, walking long distances; pushing/pulling; prolonged sitting.
Safety:
Contribute to the prevention of accidents and injuries by observing safety rules and district policy; practice safety training; wear personal protective equipment as required; report injuries and incidents immediately; be proactive in improving and maintaining workplace safety.
Additional Notes This is an in‑person position. Work from home is not allowed unless approved by the Superintendent.
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. The information in this document is in compliance with the Americans with Disabilities Act (ADA). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
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Job Description
JOB TITLE:
Office Manager
WAGE/HOUR STATUS:
Nonexempt
FUNDING SOURCE:
Local
REPORTS TO:
Director of Clinic and Health Services
PAY GRADE:
Paraprofessional 065
DUTY DAYS:
230
DEPARTMENT:
Clinic & Health Services
DATE REVISED:
July 1, 2021
This position is eligible for a Letter of Assurance.
Primary Purpose Provide direct support to the Director of Clinic & Health Services and perform all clerical duties; manage and facilitate the efficient operation of the department. This includes managing all needs of the department staff throughout the school district, processing and balancing Kronos timesheets, ordering inventory and district equipment for all campus locations, and training department employees on inventory ordering procedures, department functions, guidelines, and payroll matters.
Qualifications Minimum Education
High School Diploma
Have or be eligible to obtain a Texas Notary Public Commission
Have or receive HeartSaver AED First Aid certification
Special Knowledge/Skills
Excellent communication and public relations skills
Proficiency in typing, Excel, Google, Word and other computer applications
Knowledge of basic accounting principles and ability to complete complex mathematical calculations when necessary
Ability to maintain accurate and auditable records for all department programs and payroll entry and documentation of employee records
Assist with the organization of annual staff evaluations for all campus employees
Basic knowledge and understanding of medical terminology, blood pressure results and campus clinic processes
Ability to work independently without supervision
Excellent time management skills and ability to multitask and prioritize work
Bilingual preferred
Minimum Experience At least two years of successful secretarial experience or other equivalent experience in a public environment.
Major Responsibilities And Duties Serve as department secretary/office manager
Organize and maintain departmental files ensuring all are current and accurate.
Receive, sort, and distribute mail, documents, and materials to the department staff.
Receive incoming calls and take accurate messages.
Manage difficult situations with calmness and support.
Arrange travel for department staff.
Assist in compiling information for administrative reports and state/district reports.
Maintain student records in accordance with state record‑keeping requirements.
Communicate with vendors and schedule events such as district‑wide blood screening, flu shot clinics, vitamin B‑12 clinics, TB testing for Food Service employees, COVID vaccine clinics, CareVan Program clinics for students, vision clinics, and other community events.
Manage the district department website.
Maintain and update all departmental forms, written and computerized.
Assist with management of CPR inventory, training, and documentation to the State Training Center.
Schedule interviews and prepare interview packets for hiring for full‑time and guest educators.
Ensure security, integrity, and confidentiality of all data.
Coordinate monthly departmental meetings.
Accounting and Payroll
Perform accounting tasks following district guidelines including budget, fixed assets, requisitions, contract development, and purchase orders.
Assist with preparation and payment authorizations for department supplies and materials across all campuses.
Maintain adequate inventory in the warehouse and communicate with warehouse employees as needed.
Communicate clinic equipment needs with campus nurses.
Maintain accurate account balances for funding sources.
Provide supplies for Automatic External Defibrillator machines and manage distribution.
Provide accurate quotes for purchases.
Process and balance Kronos timesheets and payroll information for paraprofessionals and professionals during summer school.
Consolidate monthly Frontline employee absences for all campus nurses.
Train new employees in the use of Munis system for inventory ordering.
Develop appropriate job assignment skills.
Adhere to the Professional Code of Ethics and district policies.
Manage travel documents and mileage reimbursement for department employees.
Other duties as assigned.
Campus Management
Manage all 44 departmental staff across campuses.
Monitor Munis entry from registered nurses and correct entries monthly.
Manage AED program on each campus, tracking units per FDA requirements.
Communicate with nurses regarding AED supplies and audit reports.
Coordinate disposal of non‑functioning equipment through fixed assets.
Discuss influenza like illness reporting with campus nurses.
Collect and provide credits for nurse professional development.
Enter all professional development for clinic and health services into Eduphoria system.
Sign out CPR equipment and manage related paperwork.
Provide CPR card certification after processing paperwork.
Manage each CPR class for nurses during the school year and summer courses.
Handle time‑off requests and manage nurse travel forms and documentation.
Track nurse absences and reconcile with Frontline system.
Balance Kronos time for paraprofessionals and summer school staff.
Maintain medical DVD library for each clinic nurse.
Setup Vision Van Program and coordinate student appointments.
Receive calls and make purchases for each school clinic.
Manage appointments for CareVan Immunizations and CareVan Irving Clinics.
Deliver supplies to campus nurses as needed.
Equipment Used Computer, telephone, fax, copier, calculator, blood pressure machine, thermometer, Automatic External Defibrillator (AED).
Mental Demands/Physical Demands/Environmental Factors Mental Demands:
Show management and remain calm while under stressful and emergency situations; concentrate through continuous interruptions; communicate effectively; remain calm when dealing with angry parents or individuals.
Physical Demands:
Possible exposure to communicable diseases and bloodborne pathogens; repetitive motion; lifting objects weighing up to 50 pounds; stooping, bending, kneeling, walking long distances; pushing/pulling; prolonged sitting.
Safety:
Contribute to the prevention of accidents and injuries by observing safety rules and district policy; practice safety training; wear personal protective equipment as required; report injuries and incidents immediately; be proactive in improving and maintaining workplace safety.
Additional Notes This is an in‑person position. Work from home is not allowed unless approved by the Superintendent.
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. The information in this document is in compliance with the Americans with Disabilities Act (ADA). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
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