Office Manager - Central Administration - Communications

Federal Way Public Schools; Federal Way (WA); On-site; USD 55,000 - 75,000; Full time

Job summary

Federal Way Public Schools is seeking an Office Manager to maintain positive relations with staff, students, families and the community. The role supports department administrators with advanced secretarial duties and handles confidential information across student, employee, parent, school and district levels.

The position may coordinate department budgets, financial tasks and reporting, while ensuring deadlines are met and communications are organized, accurate, and timely.

Qualifications

• Experience handling budgets and financial documents.
• Strong written and verbal communication skills.
• Advanced secretarial and administrative duties.
• Familiar with district regulations and deadlines.

Responsibilities

• Provide secretarial services to department administrators, including confidential communications.
• Support departmental budgets, including financial reporting and procurement-related tasks.
• Coordinate duties of office personnel and maintain a welcoming office environment.
• Assist with posting and hiring staff using district software; take minutes at meetings.

Skills

Budget management

Communication

Secretarial support

Records handling

Job description

POSITION SUMMARY

The Office Manager plays an important role in maintaining positive public relations with staff, students, parents and the community. The individual in this position performs a variety of duties to assist department administrators in technical as well as routine administrative tasks, and is the primary liaison between administrators, staff, community, and special interest groups. This position will perform an advanced level of secretarial and administrative duties as well as handle a broad scope of student, employee, parent, school and District confidential information. He/she will be responsible for ensuring smooth management of a department office and other secretarial functions within the building. The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with the Administrator. This position may also be responsible for coordinating budget, financial, and accounting functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Communications Support

• Assists with communications platform administration, including user access, routine troubleshooting, training coordination, and reference materials.
• Coordinates translation and interpretation requests through approved district processes and assists with preparing accessible print and digital materials.
• Organizes communications toolkits and tracks completion of assigned school and department communications activities.
• Updates district and department webpages and assists school website editors with routine content updates, maintaining current information, accurate links, and consistent formatting.
• Compiles routine communications data and reports, including message delivery, audience engagement, and campaign activity.
• Creates flyers, presentations, and other materials using established district branding and templates.
• Drafts, edits, proofreads, and formats communications for families, staff, and community members, including newsletters, announcements, correspondence, and promotional materials.
• Creates and schedules approved social media content, including photographs, graphics, captions, and event reminders.
• Collects information and photographs from schools and departments to support district storytelling and recognition of scholars, staff, and programs.
• Supports emergency and time-sensitive communications by preparing and distributing approved messages under the direction of designated district leaders.
• Maintains organized collections of communications materials, photographs, templates, and other department resources.
• Supports emergency and time-sensitive communications by preparing and distributing approved messages under the direction of designated district leaders.
• Maintains organized collections of communications materials, photographs, templates, and other department resources.

Office Management Support

• Provide secretarial services to the department's administrators including, but not limited to, routine correspondence, confidential communications, evaluations, and screening and handling incoming telephone calls. May provide secretarial support for other management positions within the department.
• Provide financial support for departmental budgets, including grants, resale and any other special funding available to the department. In some departments, this may require handling of large sums of money, bank reconciliation, procurement card reconciliation and monitoring of budget status. This position will, in most cases, be responsible for ensuring that expenditures are kept within budgeted amounts. This also includes responsibility for preparation of purchase orders, timesheets, reimbursements, and other documents related to the financial function.
• Provide assistance with annual budget preparation, including, but not limited to FTE calculation, spending analyses from previous year(s), and preparation of budget proposal for submission to Business Services.
• Provide database management and reporting requirements associated with individual department's needs.
• Act as liaison between department administrators and district staff, parents, and community at large. This position should be available to staff, students, and the community for answering questions and promoting good public relations.
• Must be familiar with and meet deadlines associated with District, State, or Federal regulations related to individual department's activities.
• Make decisions and resolve problems in the absence of, or on behalf of, the department administrator.
• Coordinate duties of other departmental office personnel and ensure the department's office area is a warm and welcoming environment. Ensure that all critical secretarial functions of department areas are assigned and covered, and if necessary, provide direction to other office personnel for establishing priorities.
• Support Administrators using district software in posting and hiring staff. This includes preparation, tracking, and adjustments of human resources and/or payroll records.

Other Responsiblities

• Maintain calendar and schedule appointments and meetings for department administrators.
• Attend meetings or other administrative activities for the purposes of taking minutes and/or notes.
• Assist the coordination of department meeting and special events.
• May provide support for professional develop and/or conference registration and/or travel arrangements for administrators and staff.
• May order and track supplies for building.
• Responsible for office equipment and reporting problems to the appropriate department and vendor.