Ten (10) Month Office Manager (Bilingual Spanish Preferred)

About the Role

The School Office Manager provides essential administrative and operational leadership to ensure the efficient management of the school's main office. This role is responsible for enhancing the educational experience for students and staff by overseeing daily school operations, managing building-level budgets, and coordinating essential student and personnel data systems. The School Office Manager serves as a vital liaison between school leadership, district departments, and the community, requiring exceptional organizational skills, strong interpersonal communication, and the ability to maintain a welcoming and professional environment for all visitors.

Training and Experience

A bachelor's degree is preferred.

Skills and Abilities

• Strong oral and written communication skills; ability to present information clearly and respond effectively to inquiries from students, staff, parents, and community members.
• Ability to read, analyze, and interpret professional documents, technical procedures, and governmental regulations.
• Sound reasoning and problem-solving skills to evaluate information, define problems, collect data, and recommend appropriate administrative courses of action.
• Capacity to use professional resources and ongoing learning to inform office practices and departmental decisions.
• Ability to establish and maintain positive, effective working relationships with students, families, colleagues, and the community.
• Strong organizational and time-management skills to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Commitment to performing all duties in compliance with district requirements, state and federal laws, and Framingham Public Schools policies.
• Demonstrated cultural proficiency and competence in working with individuals and families from diverse backgrounds.
• Ability to maintain strict confidentiality of sensitive information and student records.
• Professionalism and composure in responding to unpredictable or challenging situations in a high-traffic office environment.
• Proficiency in using technology and willingness to learn new tools; ability to operate a computer and utilize software, including Google Workspace for Education.
• Willingness to plan, coordinate, and participate in departmental meetings and professional staff development.
• Experience in managing administrative data and drafting clear, concise reports or correspondence.
• Strong collaborative and leadership skills to support the efficient operation of departmental programming.
• Ability to use data effectively to inform administrative decisions and improve office efficiency.
• Knowledge of office procedures, relevant education laws, and district policies.
• Proficiency in integrating office technology to enhance administrative workflow and communication.
• A proactive, reflective, and solution-focused approach to supporting the success of the Department.
• Demonstrated reliability and the ability to maintain regular, punctual attendance to ensure the consistent operation of the Department and programs.

Essential Duties and Responsibilities

• Communication and Meeting Coordination:
  • Serve as the primary point of contact across all communication channels, managing inquiries and messages to ensure prompt, professional responses.
  • Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
  • Attend meetings as required by the Principal and record detailed notes for accurate documentation.
  • Prepare and distribute meeting agendas, minutes, and supporting materials, including conducting research as necessary.
  • Provide administrative support to the Principal by maintaining an organized schedule to optimize time and coordinate appointments.
  • Secure meeting locations and obtain necessary building permits for school events.
  • Coordinate the logistical setup for events, including the arrangement of tables, specialized equipment, and space configurations.
  • Maintain family communication, including website, newsletters and school calendar.
• Financial/Budget and Contracts:
  • Manage the end-to-end purchasing process, including soliciting quotes, creating purchase orders, and reconciling invoices for final payment submission.
  • Manage the collection of school fees and perform secure deposits to the City Treasurer.
• Payroll Processing:
  • Process and submit the weekly school-wide payroll, ensuring accuracy and compliance with district policies.
  • Perform weekly audits and reconciliations of staff absences within the Frontline system to ensure accurate personnel records.
• Office Administration and Compliance:
  • Support the Human Resources Office by facilitating background check processes for volunteers, vendors, and contractors, including the direct verification of applicant identities and documentation.
  • Monitor and maintain the operational status of school equipment and copiers, serving as the primary point of contact for vendor communications and repairs.
  • Conduct routine audits of school equipment to ensure proper working order and oversee the management of employee keys and parking credentials.
  • Supervise the logistical sign-up process for late bus services to ensure safe student transport.
  • Coordinate administrative requirements for all new employees, including system access and facility onboarding.
  • Maintain and update student and staff records within the Student Information System (SIS) to ensure data accuracy.
  • Coordinate the daily scheduling and assignment of campus aides to ensure adequate building coverage.
  • Oversee all school-wide mail functions, including sorting inter-district mail and applying appropriate postage for external correspondence.
  • Coordinate complex mailing and distribution projects for state and national assessments, including MCAS, ACCESS, and PSAT.
  • Coordinate the end-to-end supply request process for educators and staff, including inventory assessment, ordering, and the efficient distribution of instructional and office materials.
  • Monitors and operates school security systems, including electronic door entries and visitor management software (e.g., Raptor).
• Other reasonable duties as assigned by the Principal.

Physical Working Conditions

• Ability to move about and navigate throughout the office building.
• Must often remain in a stationary position for extended periods.
• Occasionally required to reach, sit, stoop, kneel, or crouch.
• Expected to lift items up to 20 lbs (e.g., office supplies, documents).
• Frequent use of hands for typing, handling documents, and operating office equipment.
• Proficient in operating a computer and other office productivity machinery.
• Must communicate effectively with staff and stakeholders in person, via email, and on the telephone.
• Ability to see and hear continuously to ensure effective communication and perform job duties.
• May need to move quickly across various surfaces in the office.
• Must manage multiple tasks and priorities effectively in a fast-paced environment.
• Primarily work indoors, with occasional requirements to attend outdoor meetings or events.
• May encounter exposure to office-related hazards, such as paper cuts or minor injuries.
• Ability to perform duties effectively amidst frequent interruptions and high levels of noise/activity typical of a school main office.
• Ability to maintain focus and professionalism while managing simultaneous sensory inputs, such as ringing telephones, intercom systems, and walk-in traffic from students and parents.

Reports To

School Principal (or designee)

Terms of Employment

Covered under Framingham Teachers Association Secretaries (Unit S) Contract. The District reserves the right to transfer personnel as needed. This position is classified as Non-Exempt (Hourly). The performance of this job will be evaluated as per the Framingham Teachers Association Secretaries (Unit S) Contract.