Intermediate School Office Manager

Applications will be accepted on Wednesday, October 7, 2026, from 7:30 AM through 4:30 PM. 

Only online applications will be accepted: https://www.governmentjobs.com/careers/downey.

This is a Promotional and Open recruitment to establish an eligibility list and fill vacancies. The eligibility list will be used to fill permanent vacancies which may occur during the life of the eligibility list. In a promotional and open recruitment, the promotional list shall take precedence. When the promotional list contains fewer than three eligible and willing employees, certification of additional ranks shall then be made from the open list.

Positions in this classification are full-time, 40 hours per week, 11 months/202 workdays per year.

The recruitment process will consist of a written and an oral technical interview, which is tentatively scheduled during the weeks of October 12, 2026 - November 6, 2026. Qualified applicants will be notified by email.

EQUAL OPPORTUNITY, TITLE IX, AFFIRMATIVE ACTION EMPLOYER

The Downey Unified School District does not engage in any employment practice that discriminates against an employee or applicant for employment on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age, disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information (including family and medical history), marital status, political affiliation, military and veteran status, or retaliation; or on any other basis as protected by state, federal or local law, ordinance or regulation, in its educational program(s) or employment. No person shall be denied employment solely because of any impairment which is unrelated to the ability to engage in activities involved in the position(s) or program for which application has been made. If you need a reasonable accommodation to participate in the hiring process, Downey Unified School District  will provide you with one upon notice.

BASIC FUNCTION: 
Under the direction of a middle or continuation high school Principal, perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks; perform public relations and communications services for the Principal.

DISTINGUISHING CHARACTERISTICS:
School Office Manager positions are assigned to an elementary school. In addition to providing secretarial support to the Principal, incumbents organize, coordinate and oversee school office activities, with heavy emphasis on interacting with students, staff, and the parents of students. Intermediate School Office Managers perform similar duties at a middle school, with an emphasis on performing accounting and bookkeeping duties. Senior School Office Managers perform similar duties at a comprehensive high school or the adult school, where the educational program is more complex and diverse.Coordinate a variety of office activities to assist the Principal in administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, operations and activities. E

Serve as secretary to the Principal or assigned administrator; compose routine correspondence independently; prepare communications; schedule appointments and staff meetings as requested. E

Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties as needed to complete assignments in a timely manner. E

Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events. E

Monitor and assure classroom coverage; contact the automated substitute system to obtain information regarding employee absences; greet substitute teachers and classified substitutes; distribute keys and materials; provide routine orientation; answer questions and assist as necessary. E

Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, equipment inventory and student activities; prepare and maintain related records, files and logs. E

Collect and account for monies collected in conjunction with student body activities; forward monies to District Office according to established procedures. E

May oversee graduation preparation including measuring students for caps and gowns; ordering and selling graduation announcements, caps and gowns, graduation videos, yearbooks, graduate picture packs, and "Grad Nite" tickets; order diplomas; and arrange for required chairs, microphones, risers, etc., for graduation ceremony. E

Maintain accounts for a variety of student activities and events such as clubs, yearbooks, special events, scholarships and graduation. E

May maintain records of students' Independent Study programs. E

Receive and reconcile cash and checks for student body transactions and accounts; prepare receipts and compile periodic summaries; prepare and verify bank deposits and reconcile bank statements; make deposits to bank accounts. E

Maintain, post and update budget and financial records; maintain budgets for school programs, including writing checks, balancing accounts and making deposits; check account numbers against appropriation ledgers; compile budget data and maintain records of monies spent. E

Collect, receipt, and balance fees collected for events. E

Work with teachers and school administrators to ensure proper procedures are followed in collecting, signing for, and disbursing money. E

Prepare, compute and distribute payroll paperwork for classified and certificated personnel; maintain related records. E

Maintain payroll for certificated and classified personnel; maintain accurate records of substitute teachers and accounts to be charged; receive and distribute paychecks. E

Maintain and monitor school budgets and records; notify departments of expenditures and balances; follow-up on purchase requisitions. E

May assist in administering first aid; deciding whether ill students need immediate care, whether to call professional medical help or a parent, or to excuse the student temporarily from the school program. E

May assist in registering, releasing or transferring students; completing enrollment information. E

Operate a variety of business equipment including computer, typewriter, calculator, copiers and other school office machines. E

Receive, open and route mail. E

Operate school office in the absence of the Principal within District guidelines, policies and procedures. E

Must demonstrate attendance sufficient to complete the duties of the position as required. E

Provide clerical assistance to faculty and staff as needed.

Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.

Perform related duties as assigned.

Note: At the end of some of the duty statements there is an "E" which identifies essential duties required of the classification.KNOWLEDGE OF:
Office management techniques.
Modern office practices, procedures and equipment.
Bookkeeping principles and financial record-keeping practices used in preparing financial or statistical reports in a system involving data processing.
Record keeping techniques.
Health and safety regulations.
Correct English usage, grammar, spelling, punctuation and vocabulary.
District organization, operations, policies and objectives. Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Basic first aid techniques.
Operation of standard office machines.
Laws, rules, regulations involved in assigned activities.

ABILITY TO:
Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks.
Perform public relations and communications services for the Principal.
Perform clerical accounting duties involving independent judgment and initiative.
Prepare and maintain financial records, analyze data and prepare accurate reports.
Apply bookkeeping and financial record-keeping principles to assigned specialty area.
Maintain a complete set of financial records and accounts of a middle school's student body funds.
Add, subtract, multiply and divide quickly and accurately.
Understand and follow oral and written directions.
Compose correspondence independently.
Type at 40 words net per minute from clear copy.
Complete work with many interruptions.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Learn to interpret, apply and explain rules, regulations, policies and procedures.
Operate a variety of office machines including computer, typewriter, computer terminal, calculator and copiers.
Maintain good public relations with students, parents, teachers and the public.
Meet schedules and time lines.
Plan and organize work.
Train and provide work direction to others.
Compile and maintain accurate records and prepare reports.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Administer first aid to ill or injured children as needed.
Demonstrate mental acuity sufficient to perform the essential functions of the position.
Demonstrate empathy, friendliness, patience and responsibility.
Be motivated to produce high quality work product.
Maintain a work pace appropriate to the position.Any combination equivalent to: graduation from high school and three years of increasingly responsible clerical and financial record-keeping experience involving frequent contact with the public.

LICENSES AND OTHER REQUIREMENTS:

Some positions in this class may be required to utilize a second designated language. Some positions in this classification require a standard Red Cross First Aid Certificate, as well as meeting requirements to keep certificate current.

WORKING CONDITIONS:

ENVIRONMENT:
School office environment; subject to constant interruptions and noise.

PHYSICAL ABILITIES:
Dexterity of hands and fingers to operate a computer and office equipment; sitting or standing for extended periods of time; walking to various sites at the assigned school; kneeling and bending, reaching horizontally and overhead to retrieve and maintain files and to store supplies and records; lifting and carrying objects weighing up to 25 pounds; and hearing and speaking to exchange information in person and on the phone.

HAZARDS:
Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students.