Office Manager for Bilingual, ESL, and Language Services; SY

Office Manager for Bilingual, ESL, and Language Services (26-27 SY)

Starting Date: Immediately

IRVING INDEPENDENT SCHOOL DISTRICT

OFFICE MANAGER OF BILINGUAL, ESL, AND LANGUAGE SERVICE JOB DESCRIPTION

JOB TITLE: Office Manager for Bilingual, ESL, and Language Services

WAGE/HOUR STATUS: Nonexempt

FUNDING SOURCE: Local

REPORTS TO: Director of Bilingual, ESL, and Language Services

PAY GRADE: Salary Schedule Para 065 (230 Days)

DEPARTMENT: Bilingual, ESL, and Language Services

DATE REVISED: September 2026

This position is eligible for a Letter of Assurance.

PRIMARY

PURPOSE:

Facilitate the efficient operation of the Bilingual, ESL, and Language Services Department by providing clerical, organizational, and operational support for the Bilingual/ESL and other departments as assigned. Coordinate department communications, records, purchasing, travel, payroll, meetings, and events; maintain accurate documentation; and provide information for grants, audits, and open records requests as needed.

MINIMUM

EDUCATION/CERTIFICATION:

• High School Diploma or GED

SPECIAL KNOWLEDGE/

SKILLS:

• Knowledge of general office equipment, office procedures, and reporting guidelines.
• Ability to maintain accurate and auditable records.
• Effective organizational, communication, and interpersonal skills.
• Ability to independently operate computers and peripherals using a variety of applications
• Ability to read, write, and perform basic math calculations.
• Ability to prioritize, manage time well, multitask, and troubleshoot.
• Ability to effectively use district programs with reasonable assistance.
• Ability to work independently without constant supervision.
• Ability to support multiple academic departments and coordinate communications, meetings, and materials.

MINIMUM EXPERIENCE:

• Three (3) years of clerical/secretarial experience or other equivalent experience or background, preferably in a school system.

MAJOR

RESPONSIBILITIES AND DUTIES:

• Receive, sort, and distribute mail, documents, materials, and supplies to department staff.
• Receive incoming calls, assist visitors, take accurate messages, and participate in the Administration Building rotation phone duty as assigned.
• Schedule meetings, reserve rooms, maintain calendars, and prepare materials for department staff.
• Make travel arrangements, complete registrations, and manage travel documents for department staff.
• Build and maintain central office email distribution lists to support communication with campuses and district staff.
• Assist in the preparation, duplication, and organization of instructional resources, presentations, reports, and meeting materials.
• Assist in the preparation and organization of large group meetings, trainings, curriculum work sessions, and department events.
• Communicate with campus and district personnel regarding department procedures, events, timelines, and requests as needed.
• Assist in compiling information to be used in administrative reports, grants, audits, and program documentation.

RECORDS REQUEST AND MANAGEMENT

• Process all records requests, including but not limited to Public Information Act (TPIA) requests, received by the department under the direction of the department supervisor and in compliance with privacy laws.
• Maintain accurate and up-to-date departmental records, files, and documentation in accordance with district procedures.
• Stay current on technical and professional trends and developments affecting records management, retention, and disposal, and share relevant information with appropriate personnel as needed.
• Provide information and documentation for grants, compliance requirements, and open records requests as needed.

ACCOUNTING

• Perform accounting tasks following established district guidelines, including, but not limited to, those related to budget, fixed assets, requisitions, and purchase orders.
• Assist with the preparation and payment authorizations for department supplies, instructional materials, and services following appropriate district procedures.
• Maintain up-to-date account balances for funding sources.
• Monitor, process, and submit personnel payroll reports to the central office as required.
• Perform the vendor setup process for all contractors and service providers.
• Process mileage reimbursements for department staff.
• Maintain payroll records and reports for the department in accordance with district guidelines.
• Manage department staff memberships and registrations to organizations and events as needed.

OTHER

Stay informed of and comply with state, district, and school policies or…