Office Manager - Middle School

Title: Office Manager – Middle School (Grades 6–8)
Reports To: Principal
Work Schedule: 43-Week Position
Hours: 40 hours per week, 8 hours per day
Schedule: 7:00 a.m. – 3:30 p.m., including a 30-minute duty-free lunch

Primary Duties and Responsibilities

1. Front Office Operations & School Climate
   • Promotes a welcoming, professional, and student-centered environment for parents, students, staff, and visitors.
   • Ensures the smooth, organized, and efficient operation of the school office.
2. Visitor & Communication Management
   • Greets and assists visitors; ensures secure building entry procedures are followed.
   • Screens unexpected callers and directs inquiries appropriately.
   • Receives and routes phone calls; manages messages and follow-up communication.
3. Clerical & Administrative Support
   • Prepares and edits correspondence, memos, reports, notices, newsletters, and other documents.
   • Maintains organized electronic and paper filing systems.
   • Supports the principal by managing calendars, scheduling meetings, and maintaining timelines for school activities.
4. Student Enrollment, Records & Scheduling
   • Oversees new student registration, withdrawal processes, and maintenance of student cumulative files.
   • Ensures accurate, up-to-date class lists and enrollment counts; communicates changes to relevant staff.
   • Assists administration with student scheduling, schedule adjustments, and distribution of student schedules.
5. Attendance & Compliance Reporting
   • Manages daily student attendance and follow-up calls for absences.
   • Prepares and submits required state, district, and special education attendance reports.
6. Substitute Coordination & Staff Attendance
   • Maintains substitute teacher files and documentation.
   • Oversees teacher and ESP attendance reporting.
   • Assigns internal substitutes based on daily staffing needs and collaborates with the principal to secure external substitutes when needed.
   • Compiles and submits ESP payroll and distributes paychecks to staff.
7. Budget, Purchasing & Bookkeeping
   • Maintains inventories of office and building supplies; orders replacements as needed.
   • Processes invoices, purchase orders, and budget tracking for building accounts.
   • Receives, records, and deposits money for registration fees, school activities, fundraising, field trips, and other collections.
8. Program Coordination
   • Coordinates the school’s lunch program, including processing applications, maintaining records, and distributing meals.
   • Assists with school events, student activities, and scheduling logistics.
9. Mail & Communication Management
   • Sorts and distributes incoming mail and outgoing correspondence.
   • Composes letters and informational memos to parents, staff, and community partners as needed.
10. Supervision
    • Provides leadership and oversight for clerical staff, office assistants, and noon-hour/recess supervisors.
    • Assists in training new office personnel.
11. Administrative Support to Principal
    • Keeps the principal informed of relevant issues, concerns, and events occurring during the school day.
    • Supports building operations and problem-solving in the principal’s absence.
12. Other Duties
    • Performs additional tasks and responsibilities as assigned to support school and district operations.