Office Manager Pool - Hiring in Spring of 2027
Office ManagerPK–12 Public Charter SchoolReports To: PrincipalFLSA Status: Non-Exempt/Exempt, as determined by the organizationWork Calendar: 12-Month PositionDepartment: Campus AdministrationPosition Summary
The Office Manager serves as the operational hub of the PK–12 campus and plays a critical role in creating an organized, welcoming, efficient, and professional school environment. This position manages the day-to-day operations of the front office while providing administrative, financial, purchasing, and organizational support to the Principal and campus leadership team.
The ideal candidate is highly organized, service-oriented, detail-focused, and able to manage multiple priorities in a fast-paced school environment. The Office Manager must demonstrate strong financial management skills, experience with purchasing and budget monitoring, proficiency with ASCENDER or a comparable Texas school information/business system, and the ability to maintain accurate and confidential campus records.
Because the Office Manager is often the first point of contact for families, staff, students, vendors, and community members, exceptional customer service and professional communication are essential.
Essential Duties and ResponsibilitiesCampus Office Management- Manage the daily operations and organization of the campus front office.
- Maintain a professional, welcoming, and service-oriented environment for students, families, employees, visitors, and community members.
- Serve as a primary point of contact for general campus questions and appropriately route inquiries to campus personnel.
- Manage incoming telephone calls, correspondence, deliveries, visitors, and campus communications.
- Maintain office procedures, calendars, files, records, forms, and administrative systems.
- Coordinate meetings, appointments, campus events, and administrative activities as assigned.
- Assist the Principal and administrative team with correspondence, reports, presentations, schedules, and other administrative needs.
- Maintain confidentiality regarding students, employees, families, financial information, and other sensitive school matters.
- Help ensure front-office procedures support campus safety and visitor-management expectations.
- Assist the Principal with the development, monitoring, and management of campus budgets.
- Maintain accurate records of campus expenditures, account balances, purchase orders, invoices, reimbursements, and financial transactions.
- Regularly reconcile campus budget accounts and provide the Principal with updated budget information.
- Monitor expenditures to help ensure campus funds remain within approved budgets.
- Assist campus leadership with budget projections and planning for instructional materials, supplies, equipment, events, professional development, and other campus needs.
- Maintain appropriate documentation for purchases and expenditures in accordance with charter network policies and applicable state and federal requirements.
- Assist with campus activity funds, student activity accounts, deposits, or other financial responsibilities as assigned.
- Work collaboratively with the charter network's finance/business office to resolve discrepancies and maintain accurate financial records.
- Coordinate campus purchasing and ordering processes.
- Create and process requisitions and purchase orders using ASCENDER and other designated financial systems.
- Obtain quotes and required documentation from vendors when necessary.
- Verify account codes, available funds, approvals, and purchasing requirements prior to placing orders.
- Order instructional materials, curriculum resources, technology, office supplies, furniture, equipment, and other campus materials.
- Track orders from initial request through delivery and payment.
- Receive and verify shipments and resolve discrepancies, damaged items, missing orders, and vendor concerns.
- Maintain organized purchasing documentation for audit and compliance purposes.
- Assist staff with understanding campus purchasing procedures, deadlines, and documentation requirements.
- Maintain positive working relationships with approved vendors and service providers.
- Utilize ASCENDER for assigned financial, purchasing, student, personnel, or administrative functions.
- Enter and maintain accurate information within applicable campus systems.
- Generate reports needed for budget monitoring, purchasing, campus operations, and administrative decision-making.
- Work with appropriate district/network personnel to ensure information is entered accurately and within established timelines.
- Maintain proficiency with Microsoft Office, Google Workspace, spreadsheets, shared drives, electronic records systems, and other campus technology platforms.
- Coordinate campus supply inventories and establish systems to ensure essential materials remain available.
- Assist with inventory and tracking of campus equipment, furniture, technology, textbooks, instructional materials, and other assets.
- Coordinate with facilities, maintenance, custodial, technology, food service, transportation, security, and other operational departments as needed.
- Submit and monitor work orders and service requests.
- Assist with campus opening, closing, summer preparation, beginning-of-year activities, and end-of-year procedures.
- Support campus events, student registration/enrollment activities, staff onboarding, professional development, and family engagement events.
- Assist leadership in developing efficient campus procedures and identifying opportunities to improve school operations.
- Provide administrative support to campus leadership and staff.
- Assist new employees with campus onboarding procedures, materials, keys/access, technology requests, and other operational needs.
- Maintain campus staff directories, calendars, emergency contact information, and assigned administrative records.
- Assist with substitute, absence, payroll, timekeeping, or personnel documentation as assigned.
- Communicate purchasing, budget, operational, and administrative deadlines to staff.
- Provide staff with timely, accurate, and courteous assistance while maintaining appropriate accountability and procedures.
- Provide exceptional customer service to students, families, staff, visitors, and community partners.
- Respond to parent questions professionally and connect families with the appropriate staff member when additional assistance is needed.
- Assist families with campus procedures, forms, events, enrollment activities, and general school information.
- Help create a front-office culture in which every family feels welcomed, respected, and valued.
- High school diploma or GED required.
- Associate's or bachelor's degree in business administration, accounting, education, office administration, or a related field preferred.
- Additional training in school finance, bookkeeping, purchasing, or business operations preferred.
- Minimum of 3 years of administrative, office management, bookkeeping, purchasing, school operations, or related experience preferred.
- Experience working in a Texas public school, charter school, school district, or educational organization strongly preferred.
- Demonstrated experience managing budgets, purchasing, requisitions, purchase orders, invoices, and financial records.
- Experience with ASCENDER strongly preferred.
- Experience supporting school administrators or managing a school front office preferred.
- Experience with school start-up or opening a new campus is a plus.
The successful candidate must demonstrate:
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines simultaneously.
- Working knowledge of budgeting, purchasing, bookkeeping, and basic accounting practices.
- Strong proficiency with spreadsheets and financial tracking.
- Ability to learn and effectively use ASCENDER and other school information systems.
- Strong written and verbal communication skills.
- Exceptional interpersonal and customer-service skills.
- Ability to communicate professionally with families, employees, vendors, students, and community members.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Ability to work independently, anticipate needs, solve problems, and take initiative.
- Ability to establish systems and procedures rather than simply react to daily needs.
- Flexibility and willingness to assist wherever needed in a growing PK–12 charter school environment.
The Office Manager is expected to:
- Demonstrate professionalism, integrity, dependability, and discretion.
- Maintain high standards for accuracy and fiscal responsibility.
- Meet deadlines consistently and communicate proactively when challenges arise.
- Approach families and staff with a solution-oriented, service-focused mindset.
- Protect confidential student, employee, and financial information.
- Support the mission, vision, culture, and academic expectations of the charter school.
- Demonstrate flexibility and a willingness to take on additional responsibilities as campus needs evolve.
- Model a positive attitude and contribute to a collaborative campus culture.
- Ability to work primarily in a school office environment with frequent interruptions.
- Ability to sit, stand, walk, bend, and perform routine office functions throughout the workday.
- Ability to operate computers and standard office equipment.
- Ability to occasionally lift and move boxes, supplies, materials, and equipment consistent with campus operations.
- Regular and reliable attendance is an essential function of the position.
- Some evening or weekend work may be required for enrollment events, school programs, family events, or other campus activities.
Success in this position will be demonstrated through:
- Accurate and timely budget and purchasing records.
- Effective management of campus office operations.
- Timely processing and tracking of purchase orders, invoices, and campus requests.
- Strong organization of campus records, supplies, and operational systems.
- Compliance with established financial and purchasing procedures.
- Responsive and professional service to families and staff.
- Effective communication with campus and network leadership.
- Ability to anticipate campus needs and proactively solve operational problems.
- A welcoming, efficient, and highly professional front-office environment.
The foregoing statements describe the general purpose and responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties, and skills required. The administration may assign additional duties and responsibilities as necessary to support the effective operation of the school.