2025-2026 SY Classified: Office Manager

TITLE: Office Manager- Site FTE: 1.0

FLSA STATUS: Exempt

WORK CALENDAR: 260-262 days

COMPENSATION: Classified Exempt Compensation Guide (Starting Salary: $53,776)

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages the daily operations of the Principals Office

2. Organizes and supervises the work flow of the Principals Office

3. Delegates matters of non-confidential activities to other support staff as needed to meet deadlines

4. Completes reports (including monthly Principals report for the Governing Board), handles student records, prepares schedules, and prepares a variety of fiscal and statistical reports as requested

5. Manages distribution and return of school building keys and access badges

6. Answers phone, takes and relays messages, places outside phone calls for teachers, greets public, and responds to inquiries from parents, students, and school personnel

7. Maintains appropriate files as required

8. Maintains a daily working calendar schedule for principal, assistant principals, and staff. Makes appointments, schedules meetings and notifies participants, including coordination of staff parties, new teacher meetings and luncheons

9. Assists school administration with interviews and hiring paperwork

10. Orders supplies and keeps accounts as needed

11. Handles mail and all correspondence, including bulk mailings and confidential mail

12. Trains hourly office employees (attendance, assistants, etc.)

13. Serves as liaison between parents, community members, business salespeople and administration

14. Maintains up-to-date master calendar and bell schedule

15. Fills in for school nurse as needed for non-emergency care

16. Makes travel arrangements such as lodging, registration, and flight arrangements for staff and administrators

17. Attends graduation meetings; organizes and arranges and orders necessary equipment, facilities, and personnel; updates graduation committee members regarding status of pending ceremony; and communicates the plan for graduation with faculty and staff in a timely manner

18. Supports new administrators during their transition period

19. Collects and edits classified personnel time sheets, requests to be absent, etc. and sends to payroll

20. Supports other administrative assistant in the preparation of documentation and correspondence for long term suspension hearings

21. Attends various meetings as required by the District to to ensure continuing professional development and legal compliance

22. Creates, writes and updates procedures required for efficiency and audit compliance

23. Maintain users and access changes in district accounting system

24. Maintain confidentiality of information regarding students, staff, parents and school issues

25. Provide a welcoming atmosphere for students, staff, parents and community

26. Perform responsibilities in an ethical and professional manner

27. Maintain punctual and regular attendance

28. Perform other related duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill and/or ability required

Education / Certificate

1. Must possess high school diploma or equivalent supplemented by appropriate business courses

2. Must have and maintain a valid IVP Arizona Fingerprint Clearance Card

Experience

1. Minimum of five years of secretarial experience, preferably in a school setting

2. Strong problem solving skills; attention to detail, accuracy, timelines and deadlines

3. Knowledge and experience working on the Visions accounting software program

4. Strong analytical and problem-solving skills

5. Must be 21 years of age or older upon hire

Communication Skills

1. Strong writing, literacy, and communication skills; uses effective communication strategies to interact with a variety of audiences

2. Bilingual communication is beneficial

Computer/Technology Skills

1. Knowledge of Google Suites

2. Proficient with Microsoft Office Suite or related software

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be able to lift and carry materials and packages weighing up to 20 pounds

2. Must be able to push, pull or otherwise move boxes and materials

3. Must be able to bend at the waist and/or use appropriate lifting postures

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be able to tolerate a semi-private working environment

2. Must be able to tolerate prolonged periods of sitting and computer work

3. Must be able to multitask

4. Must be able to be flexible with work hours including evenings and weekends

1-202 EQUAL EMPLOYMENT OPPORTUNITY

The District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the District complies with applicable state and local laws governing nondiscrimination in employment. The District expressly prohibits any form of workplace discrimination or harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.