Office Manager Assistant

About the role

The Office Manager Assistant is a 12-month position that provides clerical, secretarial, and administrative support to the Office Manager, Principal, and school leadership team. This position serves as the first point of contact for many school stakeholders and assists with student records, attendance, communications, office operations, purchasing, and other administrative functions.

Responsibilities

• Provide administrative support to the Office Manager, Principal, and school leadership team.
• Welcome and assist students, parents, staff, vendors, and visitors in a professional and courteous manner.
• Answer and direct telephone calls, emails, and general office inquiries.
• Maintain the reception area and front office to ensure a welcoming and professional environment.
• Aid with daily office operations and administrative tasks as assigned.
• Assist with student registration, enrollment, withdrawals, transfers, and records management.
• Enter and update student information in PowerSchool and other school information systems.
• Aid with attendance documentation and communication regarding attendance concerns.
• Prepare correspondence, notices, reports, newsletters, memoranda, and other documents.
• Schedule appointments and meetings with staff, parents, and community partners.
• Prepare meeting materials and assist with meeting logistics.
• Assist in coordinating school events, field trips, parent conferences, orientations, testing activities, and other school functions.
• Aid in the ordering, receiving, inventory, and distribution of office and instructional supplies.
• Prepare purchase requisitions and maintain purchasing documentation.
• Distribute incoming mail and coordinate outgoing correspondence.
• Respond to inquiries from students, parents, employees, and community members.
• Resolve routine issues independently and escalate more complex matters to the Office Manager or school administration.
• Maintain positive relationships with families and provide excellent customer service.
• Maintain confidential student and personnel information.
• Ensure records and documentation comply with school, state, and federal requirements.
• Maintain organized filing systems and administrative records.
• Support substitute teacher check-in and onboarding procedures.
• Aid with emergency preparedness documentation and communication.
• Provide operational support during school-wide events.
• Perform other duties as assigned by the Principal or Office Manager.

Requirements

• High school diploma or equivalent required.
• Associates degree in Business Administration, Office Administration, or a related field preferred.
• Bachelor's degree preferred.
• Minimum of two years of progressively responsible administrative or office support experience, preferably in a school or educational setting.
• Experience with student information systems and office management software preferred.

Qualifications

• Excellent customer service and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to work collaboratively with diverse stakeholders.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Strong attention to detail and accuracy.