Position Title: District Office Manager

Department: Office of Superintendent and Board of Education

Reports To: Superintendent/Board of Education

FLSA Status: Exempt

SUMMARY:

Supervises and coordinates the efficient operation of the District Office. Assists Superintendent, Board of Education Members, and District Administrators by performing secretarial duties. Performs under general supervision a myriad of highly involved and responsible duties required in the application of advanced knowledge of business practices and office techniques to relieve the Superintendent of administrative functions. Initiates and organizes the preparation of the official Board minutes by selecting, analyzing, and reviewing Board actions including consultations with the Board members, Superintendent, and other officials to secure and verify facts regarding statements and technical data.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides secretarial support to Superintendent and Board of Education Members performing secretarial work during Board Meetings involving taking official minutes of Board actions, including the electronic taping of all meetings and responding to inquiries by Board members. Follows broad instructions and operates within the confines of accepted practices, Board policies and procedures to function as personal secretary to the Superintendent to facilitate his/her daily administrative
• Maintains official records of Board affairs as required by State law and/or Board, including an updated copy of the School Board Policy Manual.
• Responsible for the supervision and evaluation of the receptionist and two custodians.
• Oversees time and attendance records for direct reports and coordinates coverage for leave request.
• Schedules interviews, prepares interview documents, and assists with the onboarding process of new hires. Submits all PAFs and requisitions for the Office.
• Maintains master data file on student expulsions.
• Secures documents and research information for Board and administrative staff to be submitted as supporting documents on items for Board consideration.
• Researches minutes for staff members, state and local governmental agencies.
• Responds to inquiries and provides information in reference to approved recommendations, procedures, and policies.
• Maintains index of all Board actions for immediate reference and responds to inquiries during Board meetings in reference to approved actions, rules, and regulations.
• Reviews correspondence to the School Board and Superintendent reading and routing incoming mail, exercising judgement in determining which matters require executive personal attention.
• Manages all aspects of the Schoolboard.net website: Creates events, builds agendas, loads private and public documents, manages all accounts associated with Board members and Administration and provides assistance to public when using the site.
• Composes letters from Superintendent’s office using discretion with matters requiring his/her personal attention.
• Screens calls and responds to inquiries in reference to School District /School Board activities, practices and general
• Places calls for Superintendent and initiates telephone calls to give or arrange appointments or
• Greets visitors, ascertains nature of business, and offers suggestions and guidance in order to maintain good public relations for the school
• Maintains Superintendent’s electronic appointment calendar, updates monthly Board calendar and contacts public officials, citizen groups and school administrators to schedule appointments or request their presence at
• Organizes and secures confidential information for Superintendent and works on a wide variety of assigned projects involving research and evaluation of data (policies, budgets, proposals) to be used as supportive documents in determining administrative
• Keeps abreast of Superintendent’s whereabouts to notify of urgent meetings, incoming messages, or school
• Reviews legal documents for Superintendent’s signature and works with other high level administrators and Board members in securing planned proposals and agenda items for review by the
• Makes travel arrangements for Superintendent and Board Members including hotel reservations and convention registrations and prepares travel reimbursement
• Informs Superintendent of projects being undertaken and problems encountered by other administrators.
• Maintains updated copies of various publications, State and Federal regulations, and other reference
• Organizes and maintains filing system to control and expedite the record-keeping function of contracts, related Board actions, schools, and related topics; updates and eliminates out-of-date files.
• Prepares requisitions, purchase orders, and check requests for the Office and disburses vouchers and payments.
• Submits work orders as needed for the Office.
• Handles departmental accounts and updates electronic accounting
• Duplicates, assembles, and distributes bulletins, memos and reports, news releases, and other print
• Gathers information or materials from files or other sources to assist in handling inquiries, writing reports, or providing administrative
• Assists with arrangements for special meetings, receptions, and/or functions directed by the Superintendent to include taking of minutes for community meetings and special Board committee
• Executes special assignments and tasks under general
• Distributes Board information as required by
• Maintains confidentiality in all employee
• Performs receptionist duties to District on a rotating basis, as needed for back-up.
• Performs other duties as may be assigned by the

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED) plus five years secretarial/office management experience. Formal training beyond high school diploma or comparable experience. Knowledge of secretarial and communications services required in educational field and knowledge of office equipment operations. Specialize in highly responsible stenographic and editing work so as to assist the Superintendent and School Board operations. Typing and shorthand required (or transcription experience) with good grammatical spelling and punctuation.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES, LICENSES, REGISTRATIONS:

Notary Public

SUPERVISORY RESPONSIBILITIES:

Not applicable

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write and/or type routine reports and correspondences. Ability to speak effectively before groups of district personnel or organizations.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals. Application of percentages, ratios, and proportions to practical situations is required. Ability to draw and interpret graphs.

REASONING ABILITY:

Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Board of Education policies.

Ability to work independently, with limited supervision. Must be capable of occupying position of confidence, trust and responsibility in support of Superintendent and School Board and have the ability to communicate at high levels in both verbal and written forms. Must have strong communication, computer and interpersonal skills. Ability to operate a personal computer and related software. Ability to develop effective working relationships with students, and the school community. Ability to develop effective working relationships with public, other staff members and district employees. Proficiency with Microsoft applications such as Excel, Word, and PowerPoint required. Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance to scheduled deadlines.

The position requires meeting deadlines and interacting with faculty, staff, and administrators. Some extended hours and multiple demands are required of the employee – with prior notice and approval by the supervisor, if hours extend beyond the work day.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Some driving required. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment with limited exposure to environmental conditions. The noise level in this

Environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected. Frequent writing and use of technology are required. Occasionally the employee will type for long periods of time.

TERMS OF EMPLOYMENT:

12 months

Pay Scale 118 (pending budget approval)

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

EVALUATION:

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Updated 2025