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.

Essential Job Functions

• 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.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares periodic reports regarding related program activities.
• Prepares and maintains forms and records including personnel and payroll information.
• 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.
  
  

Supervisory Responsibilities

• None.
  
  

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the Districts 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 As Assigned

• 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.
  
  

Knowledge, Skills & Abilities

• 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, Work Hazards

• 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.
  
  

Minimum 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.
  
  

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.