School Secretary / Office Manager
Classified administrative role managing front office operations and providing administrative support
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About Our Organization
We are committed to providing exceptional educational services and creating a positive learning environment for our students, staff, and community. Our organization values integrity, collaboration, innovation, and a commitment to excellence in everything we do.
Position Overview
The School Secretary / Office Manager manages front office operations and provides comprehensive administrative support to school administration, staff, students, and families. This role requires strong organizational skills, front office diplomacy, and proficiency in student information systems and office software. The secretary serves as a key point of contact and ensures smooth daily operations of the school office.
Responsibilities
Front Office & Reception
- Serve as the first point of contact for visitors, parents, students, and staff
- Answer phones, route calls, and take messages professionally and courteously
- Greet visitors and provide information or direct them to appropriate staff
- Maintain a welcoming, professional front office environment
- Handle sensitive situations with discretion, diplomacy, and confidentiality
- Manage visitor check-in procedures and security protocols
- Coordinate with staff regarding appointments and meetings
- Assist with general inquiries and provide information about school programs and policies
Administrative Support
- Provide administrative support to school principal and administrative team
- Prepare and distribute correspondence, reports, and school communications
- Maintain school calendar, schedule meetings, and coordinate events
- Manage office supplies, equipment, and inventory
- Assist with budget tracking and purchase orders
- Coordinate with district office and other schools as needed
Student Information Management
- Enter and maintain student data in Student Information System (SIS)
- Process student enrollment, withdrawal, and transfer documentation
- Generate reports and maintain student records accurately
- Coordinate with teachers and counselors regarding student information
- Ensure compliance with student record-keeping requirements
Office Management
- Supervise and coordinate work of other clerical staff (as applicable)
- Develop and maintain office procedures and workflows
- Train new office staff on systems and procedures
- Ensure office operations comply with district policies and procedures
Required Qualifications
- High school diploma or equivalent (minimum)
- Associate's degree in business administration, office management, or related field preferred
- Three or more years of office/clerical experience, preferably in an educational setting
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
- Experience with Student Information Systems (SIS) preferred
- Ability to pass background check and fingerprint clearance
- Strong written and verbal communication skills
- Excellent organizational and time management skills
- Ability to maintain confidentiality and handle sensitive information
- Front office diplomacy and customer service skills
Preferred Qualifications
- Bachelor's degree in business administration or related field
- Previous experience as a school secretary or office manager
- Supervisory experience managing clerical staff
- Advanced proficiency in SIS systems (PowerSchool, Infinite Campus, etc.)
- Knowledge of school district policies and procedures
- Bilingual skills (as applicable to district needs)
- Experience with budget management and financial reporting
- Notary public certification
Skills & Competencies
- Proficiency in Microsoft Office Suite and Google Workspace
- Experience with Student Information Systems (SIS) and database management
- Strong written and verbal communication skills
- Front office diplomacy and professional customer service
- Excellent organizational and time management abilities
- Attention to detail and accuracy in data entry and record keeping
- Ability to multitask and prioritize competing demands
- Problem-solving and decision-making skills
- Ability to maintain confidentiality and handle sensitive information
- Supervisory and team coordination skills
- Knowledge of office procedures and administrative best practices
Work Environment
This position works primarily in a school front office setting, serving as the central hub for administrative operations. The secretary/office manager interacts regularly with administrators, teachers, students, parents, and district staff. The role involves frequent phone and in-person communication, requiring a professional and welcoming demeanor. The position requires flexibility to handle interruptions and urgent matters while maintaining ongoing administrative tasks. The office manager may supervise other clerical staff and coordinate office workflows.
Physical Requirements
This position is primarily sedentary, requiring the ability to sit for extended periods (6-8 hours per day) while performing computer-based work. The role involves frequent use of computer keyboard, mouse, and telephone. Employees must have sufficient vision and hearing to perform essential job functions, including reading documents and communicating via phone and in person. The position requires manual dexterity for typing and handling documents. Occasional standing, walking, and lifting of light objects (up to 10 pounds) may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Benefits & Perks
Standard Benefits
We offer a comprehensive benefits package including medical, dental, and vision insurance, retirement plans, paid time off, holidays, and professional development opportunities. Additional benefits may vary based on employment status and location.
In Addition to Our Standard Benefits Package
Clerical staff receive:
- Professional development opportunities in office management and software systems
- School calendar schedule with holidays and summers off
- Opportunities for advancement within administrative support roles
- Experience working in a dynamic educational environment
Legal & Compliance
Equal Opportunity Employer
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
At-Will Employment
This position is at-will, meaning either the employee or the employer may terminate employment at any time, with or without cause or notice, except as may be limited by applicable law or collective bargaining agreement.
Background Check Policy
All offers of employment are contingent upon successful completion of a background check, which may include criminal history, employment verification, and reference checks, as permitted by applicable law.