Office Manager / Administrative Assistant - Challenger Elem.

Montgomery-Public-Schools; Huntsville (AL); On-site; USD 35,000 - 48,000; Full time

Job summary

Montgomery-Public-Schools is seeking an Office Manager/Administrative Assistant for an elementary school. The role focuses on complex administrative tasks, supporting the principal and staff, and ensuring smooth daily operations.

You will coordinate calendars, communications, and records, while guiding office assistants and volunteers to maintain a productive school environment. This is a full-time, on-site position serving students and families.

Qualifications

• A high school diploma or equivalent and three (3) years of office support experience.
• Post-secondary education in business, office management, or bookkeeping preferred.
• Operating knowledge of and experience with Microsoft Office Suite required.
• Knowledge of district and school policies and procedures preferred.

Responsibilities

• Provides leadership and guidance to office staff and volunteers to ensure smooth school office operations.
• Provides administrative support to the school principal and staff for day-to-day tasks.
• Greet visitors, manage sign-in/sign-out, relay messages, and direct to appropriate personnel.
• Manage calendars, appointments, meetings, and travel arrangements as needed.
• Prepare and proofread a variety of correspondence and forms for distribution and records.
• Maintain filing systems and school records per district policies.
• Input and verify data in computer systems and generate reports as scheduled.

Skills

Office leadership

Communication

Education

High school diploma or equivalent

Post-secondary education in business/office management or bookkeeping

Tools

Microsoft Office Suite

Job description

Job Title: Office Manager/Administrative Assistant, Elementary School

Job Code: SC-101

Job Grade: CA/05

Job Goal

To perform complex and confidential administrative functions, ensure effective operations within an assigned elementary school, and provide guidance and information to the school principal, HCS staff, students, and others regarding specific assignments and situations.

Reports To: School Principal as assigned

Supervises: None

Essential Duties and Responsibilities

• Provides leadership and guidance to office assistants, student aides, and volunteers to ensure the smooth and efficient operation of the school office; monitors the training of new hires; and manages daily work activities for the purpose of confirming assignments are completed in a timely manner.
• Provides administrative support to the school principal and other school administrators and/or staff to assist with a variety of assignments, tasks, and functions on a day-to-day basis.
• Receives visitors and telephone calls; greets guests and follows established sign-in/sign-out procedures; provides information and assistance; takes and relays messages; diffuses conflicts and/or difficult situations; and directs to appropriate personnel as needed in order to facilitate timely communication.
• Manages calendars and schedules appointments, meetings, conferences, and other activities; reserves needed event facilities and supplies; notifies appropriate personnel; and makes travel arrangements and reservations as necessary.
• Composes or transcribes a variety of manual and electronic correspondence and materials, including but not limited to internal communications, meeting agendas/minutes, forms, letters, notices, bulletins, and memoranda; reviews and proofreads documents; and distributes to appropriate recipients.
• Compiles and processes documents and forms, including payroll records, Human Resources documents, attendance sheets, purchase orders, leave requests, contract agreements, calendars, daily bulletins, work orders, etc., in accordance with school procedures and district policies.
• Inputs and verifies various confidential and non-confidential data and information into computer software systems; generates lists and reports as scheduled or requested; duplicates and distributes materials to appropriate personnel as needed.
• Assists with the coordination of work schedules, placement, and orientation for substitute teachers, certified staff members, and student interns to ensure sufficient coverage for staff absences on a daily basis.
• Verifies and monitors the complete and thorough entry of daily attendance records by teachers and manages the check-in/check-out process for students; identifies possible discrepancies/issues based on student records; and notifies Social Workers or other HCS personnel as appropriate regarding students in need of various services.
• Performs bookkeeping and accounting functions for assigned school in accordance with school procedures and district policies; processes and records financial transactions and other data in appropriate journals and subsidiary ledgers, including but not limited to invoices, checks, requisitions, travel reimbursements, cash receipts, etc.; collects funds for various fines, fees, and fundraising activities; analyzes data, researches discrepancies, and records adjustments as necessary.
• Makes deposits, verifies bank balances, and reconciles bank statements monthly to ensure accuracy of financial activities.
• Establishes both paper and electronic filing systems for the purpose of maintaining accurate, complete, and confidential information for use by HCS staff and other appropriate parties.
• Communicates with appropriate HCS staff and approved vendors and service providers to make arrangements for a variety of student activities within established guidelines, including student field trips, student transportation, etc.
• Responds to a wide variety of inquiries from HCS staff, students, parents/guardians, outside agencies, community members, and others for the purpose of resolving issues, providing information, and/or referring to appropriate personnel.
• Monitors inventory of office supplies and materials and places orders as approved in order to ensure adequate levels of availability.
• Operates office equipment such as fax machines, scanners, copiers, and phone systems; utilizes computers and software systems for spreadsheets, word processing, database management, and other applications.
• Performs other job-related duties as required.

• Updates data for all students in the student management database in order to confirm the receipt and entry of complete and accurate student records, documentation, and information for the purpose of ensuring data integrity and compliance with applicable policies and procedures.
• Generates and distributes student data, information, or reports as scheduled or requested while maintaining compliance with the Family Educational Rights and Privacy Act (FERPA), including but not limited to report cards, progress reports, attendance information, student demographics, local and state reports, to students, parents/guardians, HCS administrators and staff, outside agencies, and other groups or organizations as appropriate.
• Acts as the school’s enrollment clerk and operates the registration management system to process the registration and enrollment of both new and returning students.
• Prepares and distributes transcripts, records, and other documents for transferring or withdrawing students to schools and other appropriate recipients as requested; collects school property from withdrawing students; and notifies students, parents/guardians, and/or proper authorities regarding unreturned items.
• Assists the school principal and other faculty with developing and entering the master schedule for each new school year and monitors and updates the information on an ongoing basis.

Qualifications

A high school diploma or equivalent and three (3) years of office support experience. Post-secondary education in business, office management, or bookkeeping preferred. Operating knowledge of and experience with Microsoft Office Suite required. Knowledge of district and school policies and procedures preferred.

Physical Requirements

Requires light work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently. Job involves sitting most of the time.

Terms of Employment

Eleven month year. Salary as recommended by the Superintendent and approved by the Board.

This specification has been designed to represent the general nature and level of work found in this position. As such, it is not intended to contain all duties and qualifications of an employee in this position. Consequently, it is not intended to be perceived as an identification of essential job functions as required by ADA. Note: The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to that position.