Office Manager - Middle School

Position Summary

Office Manager – Middle School (Grades 6–8)

Reports To: Principal

Work Schedule: 43-Week Position

Hours: 40 hours per week, 8 hours per day, 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 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.

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.

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.

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.

Attendance & Compliance Reporting

• Manages daily student attendance and follow‑up calls for absences.
• Prepares and submits required state, district, and special education attendance reports.

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.

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.

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.

Mail & Communication Management

• Sorts and distributes incoming mail and outgoing correspondence.
• Composes letters and informational memos to parents, staff, and community partners as needed.

Supervision

• Provides leadership and oversight for clerical staff, office assistants, and noon‑hour/recess supervisors.
• Assists in training new office personnel.

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.

Other Duties

• Performs additional tasks and responsibilities as assigned to support school and district operations.

Physical Demands

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

Benefits

• Salary range: $20 - $23/hour
• IMRF Pension -  for more information. https://(Use the "Apply for this Job" box below)..org
• 10 sick days, 3 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.

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