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

Qualifications

• Bilingual Spanish Required
• Minimum 5 years of office manager or comparable administrative experience, preferably in a school or educational environment
• Excellent written and verbal communication skills
• Strong organizational skills, attention to detail, and ability to manage multiple tasks
• Strong computer knowledge, including email systems, word processing, spreadsheets, and student information systems 
• Ability to maintain confidentiality and exercise sound judgment
• Capacity to work independently and as part of a team in a fast-paced environment

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.

Physical Demands

1.     Ability to read, write, and communicate effectively with students, families, staff, and community members.
2.     Ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form.
3.     Work involves frequent standing, walking, talking, hearing, and use of hands for typing and handling materials.
4.     Vision abilities required include close vision and ability to adjust focus.
5.     May be required to push, pull, lift, and/or carry up to 20 pounds.
6.     Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Salary range: $20 - $23/hour
• IMRF Pension - Click here for more information.  https:www.imrf.org/
• 10 sick days - 03 personal days
• Insurance eligible - health, dental, vision, and long-term disability
• Board paid Life Insurance

• Application Procedure:
• Click the Apply button and complete full application. All documents consist of cover letter, resume, application, letters of reference, and transcripts.