NORTHWEST INDEPENDENT SCHOOL DISTRICT

Job Title: Secondary Office Manager (0901)

Reports to: Campus Principal

Dept. / Campus: Campus Assigned

Wage/Hour Status: Non-Exempt                                                   
Duty Days: 220                                                                                                               
Pay Grade: P30
Date Revised: 04/2023

Primary Purpose:
Ensure efficient operation of school administrative office. Coordinate and manage clerical services for school’s administrative staff.

Qualifications:

• High school diploma or GED
• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles
• Ability to delegate duties
• One to three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

1. Prepare written correspondence, forms, schedule, or reports using a personal computer.
2. Prepare instructional materials, meeting agendas, and campus communication as requested.
3. Maintain a daily teacher attendance log and records for substitute teachers ensuring all classes are covered with substitute teachers if needed.
4. Monitor and process personnel time records including paraprofessional time records, leave requests and reports. Compile information and submit to central office according to established deadlines.
5. Maintain web school calendar of events as well campus internal calendar.
6. Ensure there is AC or Heat for campus events through Energy Management.
7. Schedule meetings and appointments and maintain calendar for principal.
8. Assist students, faculty and/or staff, and parents as needed.
9. Assist with incoming calls, take reliable messages, and route to appropriate staff.
10. Update handbooks, policy manuals, and other documents as assigned.
11. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget.
12. Prepare and process purchase orders.
13. Receive, store, and issue supplies and equipment as well as maintaining inventory of supplies.
14. Prepare and make cash deposits for activity account(s) keeping correct ledgers for all account(s).
15. Assist with coordination of faculty meetings, staff development and campus activities.
16. Assist with campus budget preparation.
17. Sort, distribute, or deliver mail and other documents. Notify Post Office and other delivery drivers of school closure dates.
18. Maintain confidentiality.
19. Maintain all copiers and supplies of copiers (copier reading each month to online web address) – ensure they are in working order.
20. Place service calls or work orders for all equipment not in working order.
21. Coordinate building use with district personnel in charge of facility rentals.
22. Assist building principal or designee with campus marquee.
23. Process all Print shop requests in a timely manner.
24. Ensure that the front counter is manned at all times to ensure school safety.

Supervisory Duties:

N/A

Equipment Used:
Personal computer, printer, copier, fax machine, and calculator.

Working Conditions:

May require standing for long periods of time and frequent stooping, standing, stooping, bending, pulling, keyboarding, pushing, overhead reaching and bending. Maintain emotional control under stress, work with frequent interruptions. Move small stacks of textbooks, media equipment, desks, and other classroom equipment. Occasional district wide travel. Occasional prolonged hours before and after school as well as weekends may be necessary.

This document describes the general purpose, and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.