Title:
Elementary Office Manager
Work Unit/Location:
Abiquiu Elementary
Reports to: Principal
Supervises: n/a
Contract Length: 182 days
Pay Schedule:
per salary schedule
Overtime Status:
Must be pre-approved
Hours:
7:15 a.m. – 4:16 p.m.
4 day week
Union Status: Union
OFFICE MANAGER
School Site Position Description
QUALIFICATIONS:
High School Diploma or equivalent (GED) required; Associate degree or post-secondary coursework in business, office administration, accounting, or related field preferred.
Minimum of three (3) years of progressively responsible clerical, administrative support, or office management experience, preferably in an educational setting.
Demonstrated proficiency in office technology, including word processing, spreadsheets, databases, email, and student information systems.
Demonstrated keyboarding proficiency and ability to maintain a high level of accuracy and attention to detail.
Knowledge of office management practices, records management, bookkeeping principles, purchasing procedures, and customer service practices.
Knowledge of New Mexico Public Education Department reporting requirements and school operations preferred.
Ability to maintain confidentiality regarding personnel, student, and district information in accordance with applicable federal and state laws including FERPA.
Ability to communicate effectively with students, staff, parents, district personnel, and community members.
Other qualifications as determined by the Superintendent, Principal, or designee.
REPORTS TO:
School Principal and/or authorized designee.
JOB GOAL:
To ensure the efficient, effective, and professional operation of the school office by coordinating administrative functions, supporting school leadership, maintaining records and financial processes, and promoting high-quality customer service to students, staff, families, and the community.
PERFORMANCE RESPONSIBILITIES:
Administrative Operations
Coordinate and oversee daily operations of the school office to ensure efficient workflow and responsive customer service.
Serve as the primary office contact for students, staff, families, and community members while maintaining a professional and welcoming environment.
Assist the Principal in implementing district procedures, administrative directives, and Board policies while maintaining confidentiality.
Develop, revise, and maintain office forms, procedures, correspondence, and records.
Maintain calendars, schedules, appointments, and administrative communications as assigned.
Manage front office coverage and coordinate clerical support functions.
Financial and Purchasing Responsibilities
7. Process purchase requisitions, purchase orders, and supply requests in accordance with district procedures.
8. Receive, reconcile, receipt, secure, and account for school funds in accordance with district cash handling procedures.
9. Prepare deposits and ensure timely submission of financial documentation to the district office.
10. Maintain inventory records for instructional materials, office supplies, equipment, and school assets.
Student Information and Reporting
11. Maintain accurate student enrollment, attendance, demographic, and records management systems.
12. Enter and update student and staff information within district-approved student information systems and state reporting systems as applicable.
13. Prepare and submit required reports accurately and within established timelines.
14. Assist administration with student scheduling adjustments and records management.
Personnel and Payroll Support
15. Maintain personnel records, leave documentation, and employment-related files in accordance with district procedures.
16. Monitor employee attendance documentation and assist with payroll certification processes as required.
17. Coordinate substitute requests and maintain related records as assigned.
18. Support onboarding and offboarding procedures for staff at the school site.
School Support Services
19. Coordinate maintenance requests, technology work orders, and custodial service requests.
20. Support communication efforts, including website updates, newsletters, and public information as assigned.
21. Assist instructional staff with approved instructional materials and supply requests.
22. Support cafeteria documentation and coordination as required by district procedures and federal program requirements.
Confidentiality and Compliance
23. Maintain strict confidentiality regarding student records, personnel matters, and district operations.
24. Ensure compliance with district policies, state regulations, and applicable reporting requirements.
Other Duties
25. Perform other duties and responsibilities as assigned by the Principal or authorized supervisor that support school operations.
EVALUATION:
Performance shall be evaluated in accordance with district policy and established administrative procedures.
SALARY: Salary to be established on an annual basis, through the adoption of the salary schedules.
