Office Manager (Elementary or Middle School)

Reports to: Campus Principal • Pay Grade: 703 (ES) or 704 (MS) • Duty Days: 214 (Traditional) or 219 (ELEVATE/ACE) • FLSA Status: Non-Exempt

Position Purpose

Ensures the smooth functioning of their assigned office and provides administrative support to the management team. Provides a full range of administrative, secretarial, and clerical support; assists in preparing reports, work orders, and letters; enters digital information including fiscal information. Coordinates work and priorities among other secretarial and clerical staff.

Responsibilities

• Greets visitors and clients, ensuring they have a positive experience and receive proper assistance.
• Answers incoming calls from employees, community members, and others; provides general information, and refers callers as appropriate, to other staff or other District personnel.
• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related campus activities.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares and maintains forms and records including personnel and payroll information.
• Monitors and processes time records including leave requests and reports.
• Compiles information and submits to central office according to established procedures and deadlines.
• Schedules meetings and appointments and maintains calendar for principal.
• Assists with campus budget preparation and maintains accurate records of expenditures.
• Prepares and processes purchase orders and receives, stores, and issues supplies and equipment.
• Prepares and processes departmental payroll submissions in a timely manner; acts as liaison for the department with regard to departmental payroll issues.
• Maintains inventory of fixed assets, equipment, and supplies.
• Assists with planning, preparation, and setup of staff meetings and campus activities.
• Operates all office equipment (e.g., computers, printers, copy machines).
• Maintains correspondence, records, and office files in a systematic and confidential manner.
• Maintains a system for receiving and tracking invoices.
• Orders and maintains supplies.
• Enters Purchase Orders/Requisitions and Work Orders including travel.
• Maintains and reconciles budget expenditures.
• Maintains and reconciles payroll for department.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District’s mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct, and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and performs as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties

Performs all job-related duties as assigned and in accordance with Board rules, policies, and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Qualifications

• Education: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.
• Certification/License: None.
• Experience: 3 years office experience performing detailed work that included the use of arithmetic, research, or other functions; payroll; correspondence; meeting planning; working with financial or other numbers, and maintaining confidentiality collaborating with staff and other departments.
• Language: Bilingual (English/Spanish) preferred in some settings.

Skills

• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using software in a school administration environment, including ERP software.
• Skill at the intermediate level, working with Google Suite and Microsoft Office 365, especially Outlook, PowerPoint, Word, and MS Teams.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in actively looking for ways to help people.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to process and handle confidential information with discretion.
• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

Travels to school district buildings and professional meetings as required.

Physical & Mental Demands

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.