Office Manager

Auburn School District Job Title: Office Manager Reports To: Building Administrator Unit Classification: AAEOP

Duties and Responsibilities:

• Administrative Support: o Provide administrative support to building administration and staff. o Manage and maintain schedules, appointments, and calendars for building Principal. o Monitor, maintain, and report accurate student enrollment counts in accordance with district procedures and timelines. o Responsibility for correspondence, reports, and documents as requested by school leadership. o Assist in the organization and implementation of school events, meetings, and conferences. o Maintain accurate and complete records of staff absences. o Support staff onboarding, including facilitating HR paperwork, badge/key distribution, and technology access requests. o Coordinate substitute coverage, including last-minute teacher absences and long-term substitute planning.
• Communication Coordination: o Serve as the primary point of contact for internal and external communications. o Delegation of assignments to other office personnel, paraeducators, and/or substitutes. o Answer phones, respond to emails, and greet visitors in a professional and courteous manner. o Ensure timely dissemination of important announcements, memos, and notices. o Coordinate mass communications via automated messaging platforms, newsletters, or parent portals.
• Fiscal/Budget Support: o Process financial transactions, including, but not limited to, invoices, purchase orders, expense reports, and pay authorization requests. o Maintain records of expenditure and reconcile accounts as necessary.
• Building Operations and Logistics: o Manage and order office and building supplies, including tracking inventory and vendor communication. o Serve as a liaison with district departments such as transportation, facilities, and food services. o Oversee building access and safety protocols, including visitor sign-in systems and emergency contact logs.
• Perform duties and responsibilities as assigned by the supervisor.

Minimum Requirements:

• Demonstrated commitment to working in an environment that values diversity, equity, inclusion, anti- racism, and culturally responsive practices.
• Demonstrated ability to provide professional, welcoming, and responsive service to students, families, staff, visitors, and community members from diverse backgrounds.
• Ability to establish and maintain effective working relationships with students, families, staff, administrators, and community members.
• Strong interpersonal, verbal, and written communication skills, including the ability to communicate clearly, professionally, and respectfully in a variety of situations.
• Demonstrated ability to maintain a high degree of professionalism, discretion, and confidentiality when handling sensitive student, family, and employee information.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities, meet deadlines, respond to changing needs, and maintain accuracy in a fast-paced school office environment.
• Ability to remain calm, professional, and solution-focused when responding to interruptions, competing priorities, difficult situations, or individuals who may be upset or require assistance.
• Demonstrated ability to perform administrative and clerical functions accurately, including correspondence, data entry, recordkeeping, filing, proofreading, processing documents, and maintaining organized records.
• Ability to use standard office technology and equipment, including email, Microsoft Office applications, databases, and electronic recordkeeping systems.
• Ability to learn and effectively use district systems, including student information, attendance, financial, and other administrative systems applicable to the position.
• Ability to analyze information, exercise sound judgment, solve routine problems independently, and recognize when an issue requires administrative involvement.
• Ability to support the effective operation of the school office and contribute to a welcoming, organized, and professional environment for students, families, staff, and visitors.

Required Knowledge, Skills, and Abilities Related to Cultural Competence and Equity:

• Ability to recognize and demonstrate awareness of one's own cultural identity while respecting and valuing the cultural identities of others.
• Commitment to establishing and supporting an environment that promotes cultural competence and equitable treatment of all staff, students, families, and community members.
• Ability to support and promote the Auburn School District's commitment to "Engage. Educate. Empower With Equity and Excellence."
• Ability to apply culturally responsive practices in communication, leadership, conflict resolution, and decision-making.
• Demonstrated commitment to fostering inclusive environments that support belonging, access, and positive outcomes for diverse student and staff populations.

Preferred Knowledge, Skills, and Abilities:

• Previous experience working in a K-12 public school district or educational setting, particularly in a school-based office.
• Previous experience in an office manager, administrative assistant, lead administrative support, or similar role with responsibility for coordinating office operations and workflow.
• Experience supervising, directing, coaching, or mentoring office or administrative support staff.
• Experience coordinating complex administrative processes involving multiple staff members, departments, or stakeholders.
• Experience planning or facilitating employee training, orientation, or onboarding.
• Experience using student information systems, school-based financial systems, or other K-12 administrative technology.

Working Conditions: Physical Demands: This position requires frequent sitting for extended periods while performing computer- based tasks, as well as regular use of hands and fingers to operate office equipment such as computers, phones, printers, and copiers. The Office Manager may occasionally lift and move office supplies, boxes, or equipment weighing up to 25 pounds. Visual acuity is necessary to read and produce detailed documents and view digital screens for prolonged periods. The role also involves frequent walking and standing, including moving throughout the building to support staff, coordinate logistics, and respond to immediate needs. The ability to respond quickly in emergency situations, including navigating stairs and hallways, is essential. Work Environment: Work is primarily performed in a fast-paced school office setting with frequent interruptions from students, staff, parents, and community members requiring assistance or information. The Office Manager must manage and maintain discretion when handling sensitive and confidential information. Daily responsibilities include interactions with a diverse population of students, staff, and families, requiring a high level of cultural competence and professionalism. Occasionally, the role may require work outside of regular hours to support school events, address emergencies, or fulfill urgent administrative responsibilities. The position also involves regular collaboration with district departments and external vendors via phone, email, and in-person meetings.

The information contained in this job description is not an exhaustive list of the duties performed for this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.