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office administration

1. General Office Management

Ensure all office supplies are stocked and organized.

Maintain a clean and safe work environment.

Implement and update office policies and procedures.

Schedule regular staff meetings and maintain meeting minutes.

Manage office equipment maintenance and repairs.

2. Financial Management

Prepare and monitor the office budget.

Gather historical financial data.
Set realistic income and expense projections.
Allocate funds for various departments.
Regularly review budget performance.
Adjust budget as needed based on actual financial performance.

Process invoices and track expenses.

Collect all incoming invoices promptly.
Verify accuracy and legitimacy of invoices.
Enter invoices into accounting software.
Track payment deadlines and schedule payments.
Maintain a record of all processed expenses.

Ensure timely payroll processing for staff.

Collect and verify employee hours worked.
Calculate gross pay and deductions.
Process payroll through accounting software.
Distribute paychecks or direct deposits.
Maintain payroll records for compliance.

Maintain accurate financial records and documentation.

Organize receipts, invoices, and financial statements.
Use accounting software for record-keeping.
Ensure all documents are up-to-date.
Conduct regular audits of financial records.
Store documents securely for future reference.

Review and reconcile bank statements monthly.

Obtain bank statements at the end of each month.
Compare bank statement transactions to financial records.
Identify and investigate discrepancies.
Make necessary adjustments in accounting records.
Document the reconciliation process for audit purposes.

3. Communication and Correspondence

Set up and maintain a professional email account for the office.

Manage incoming and outgoing correspondence efficiently.

Develop and distribute internal newsletters or bulletins.

Maintain a directory of contacts for staff, parents, and stakeholders.

Ensure clear communication channels are established.

4. Record Keeping and Documentation

Organize and maintain student and staff records securely.

Ensure compliance with data protection regulations.

Create and update filing systems for easy access to documents.

Regularly backup important files and data.

Archive old records according to policy.

5. Event Planning and Coordination

Schedule and coordinate school events and meetings.

Prepare agendas and necessary materials for events.

Communicate event details to all relevant parties.

Evaluate and gather feedback post-event for future improvement.

Manage logistics such as venue, catering, and transportation.

6. Staff Support and Human Resources

Assist with recruitment and onboarding of new staff.

Maintain staff attendance and leave records.

Organize professional development opportunities for staff.

Address staff concerns and facilitate conflict resolution.

Ensure compliance with labor laws and regulations.

7. Technology and IT Support

Ensure all staff have access to necessary technology and software.

Manage the installation and maintenance of office technology.

Train staff on the use of office software and tools.

Implement cybersecurity measures to protect sensitive information.

Regularly update software and systems to ensure security.

8. Health and Safety Compliance

Conduct regular safety inspections of the office environment.

Ensure compliance with health and safety regulations.

Provide training for staff on emergency procedures.

Maintain first aid kits and ensure staff are aware of their location.

Keep records of safety drills and incidents.

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