ORANGE COUNTY SCHOOLS 

POSITION DESCRIPTION

POSITION TITLE	Lead Office Support
SCHOOL/DEPARTMENT	C & I (CTE, Arts, Social Studies, and Federal Programs)
SALARY	Salary Grade 63
FLSA STATUS	Non-exempt
REPORTS TO	Director of CTE, Arts and Social Studies
SUPERVISES	None
WORK WEEK SCHEDULE	Monday - Friday
WORK HOURS	40
NUMBER OF MONTHS PER YEAR	12

 PURPOSE OF POSITION  

The Lead Office Support is responsible for coordinating matters essential to the efficiency and effectiveness of the C&I department to achieve the school district’s mission and goals.  The primary office support is with CTE, Arts, Social Studies, and Federal Programs and back-up support for other C&I areas/needs.  Under general supervision, the Lead Office Support performs technical accounting and bookkeeping, including purchasing (quotes, requisitions, Purchase Orders), and inventory management along with various clerical,  secretarial, and general office assistance duties that involve the support of an office operation, program, or workgroup (Google Docs, sheets, drive Microsoft Word, Excel, and PowerPoint).  Work involves updating and maintaining spreadsheets for purchase orders and inventory including tagging equipment with bar-coded fixed asset/federal equipment tabs and maintaining equipment files for new purchases, transfer, discard, or surplus.  Work will include working with vendors to maintain pricing schedules and quotes, tracking order status for all orders, and resolving issues when they arise.  Work will include providing direct support to district administrators.  Work involves typing and processing correspondence, reports, statements, manuscripts, forms, and other materials related to the departments. The Lead Office Support is responsible for screening and routing materials according to the content of C & I  and resolving questions and problems using established procedures, referring unusual situations to others for guidance. 

 

MINIMUM QUALIFICATIONS:  

KNOWLEDGE, SKILLS, AND ABILITIES 

• Thorough knowledge of applicable policies and procedures 
• General knowledge of the operations of the department 
• Thorough knowledge and ability to use correct grammar, spelling, and punctuation 
• Thorough knowledge of bookkeeping practices  
• Thorough knowledge of modern office practices and procedures
• General knowledge and ability to perform and solve basic mathematical problems 
• General knowledge of common word processing, spreadsheet, and maintenance programs 
• General knowledge of the principles of organization and administration 
• Ability to transcribe information and prepare standardized forms, letters, and reports from  information 
• Ability to operate common office machines 
• Ability to process documents such as purchase orders, invoices, etc. 
• Ability to sort and distribute documents 
• Ability to maintain complete and accurate records and to develop standard reports from those records. 
• Ability to respond to questions based on considerable knowledge of the department 
• Ability to understand and follow oral and written instructions 
• Ability to type accurately at a moderate rate of speed 
• Ability to establish and maintain effective working relationships as necessitated by work  assignments 

EDUCATION, TRAINING, AND EXPERIENCE: 

• High School Degree 
• Minimum of one (1) to two (2) years of clerical or office support experience  
• Any equivalent combination of training and experience that provides the required knowledge,  skills, and abilities  

CERTIFICATION AND LICENSE REQUIREMENTS: 

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles 

 

PREFERRED QUALIFICATIONS: 

• Associate’s Degree from an accredited institution in the field of secretarial science, office  management 
• Three (3) to five (5) years of experience in a public school system office setting 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Finance: 

• Manage database for financial reporting and balancing reports for accuracy
• Review budget adjustments, additions, and deletions for various account codes
• Prepare monthly financial reports 
• Bill appropriate agencies for services provided 
• Perform the year-end closing procedures of accounts payable, close purchase orders or carry forward encumbrances as necessary, prepare documentation for payment of invoices due, and move old reports and files to storage 

Inventory and Receiving:

• Accepts budget requests from staff
• Assigned budget code
• Processes purchase orders
• Monitors ordering process
• Screens purchase orders to identify items for fixed assets and inventory
• Travels to school sites for on-site tagging of fixed asset inventory and performs on-site inventory audits
• Maintain and update the inventory system
• Maintain files for all acquisitions, adjustments, changes, transfers, and retired inventory according to fiscal and policy regulations

Other: 

• Assist the Director(s) with general administrative operations 
• Works and speaks in a professional manner
• Supply information requested via questionnaires or otherwise to school systems, teachers, colleges, etc. 
• Serve on staff committees as directed 
• Assume scheduling, coordinating, budget development, and other clerical functions as assigned 
• Attend meetings as assigned and assist in the setup/breakdown of meetings, and events as assigned by the Director(s).
• Prepare and review reports as assigned by the Director(s) 
• Report regularly to the Director(s) regarding any developments or problems within the district that require the attention or action of the Director(s) 
• Obtain, gather, and organize pertinent data as needed and transpose it to a usable format 
• Maintain a regular filing system, as well as a set of locked confidential files, and process incoming correspondence as instructed 
• Receive, process, date stamp, and distribute all incoming mail 
• Place and receive telephone calls; transcribe and deliver messages 
• Assist incoming callers and visitors by responding to questions, inquiries, and requests for information and services 
• Prepare and process purchase orders for all supplies, goods, and materials 
• Compile and maintain a listing of all internal and external contracts 
• Maintain a schedule of appointments for the Director(s) and make arrangements for conferences, interviews, and meetings 
• Guide research activities and generally oversee all research projects 
• Perform other tasks as assigned by the Director(s) 

 

WORKING CONDITIONS
PHYSICAL DEMANDS	Work is considered light physical work requiring the exertion of up to 20 pounds of force.
WORK ENVIRONMENT	Employees in this position are required to work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public.
ACKNOWLEDGEMENTS
The following signatures acknowledge that the supervisor has verified the accuracy of the position description,  has discussed position requirements with the employee, and has advised the employee of work performance  expectations
Reviewed by: Employee's Signature	Date
Approval by: Supervisor's Signature	Date
The completed and signed position description shall be maintained at the employee’s work location, shall be reviewed with the employee by his or her immediate supervisor, should be revised as required, and shall serve as the basis for all required evaluations.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and 

skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with  HR review and approval, at any time.