Chimayo Elementary

Elementary Office Manager

The Elementary Office Manager is responsible for the efficient daily operation of the school office and serves as the primary administrative support to the Principal. The Office Manager provides exceptional customer service to students, families, staff, and community members while coordinating office operations, student information management, bookkeeping, purchasing, payroll support, records management, and communications.

The Office Manager serves as the school's primary resource for student enrollment, attendance reporting, NOVA (Student Information System), bookkeeping functions, and office management. This position ensures that school operations are conducted efficiently, professionally, and in compliance with district policies, state regulations, and applicable laws while maintaining strict confidentiality of student and personnel information.

Minimum Qualifications

• High School Diploma or GED.
• Minimum of three (3) years of progressively responsible clerical, bookkeeping, or administrative office experience.
• Experience in customer service and public relations.
• Experience with accounting or bookkeeping procedures.
• Proficiency with Microsoft Office Suite, Google Workspace, and office technology.
• Experience with Student Information Systems (NOVA or comparable SIS) preferred.
• Bilingual (English/Spanish) preferred.
• Other qualifications as determined by the Principal and Superintendent.

Knowledge/Skills and Abilities

Knowledge of:

• Modern office management procedures.
• Customer service principles.
• Bookkeeping and accounting procedures.
• Student Information Systems (NOVA).
• Student enrollment and records management.
• School attendance procedures.
• District procurement procedures.
• Payroll reporting procedures.
• Confidential records management.
• FERPA and confidentiality requirements.
• Microsoft Office and Google Workspace.

Ability to:

• Provide exceptional customer service.
• Maintain confidentiality.
• Manage multiple priorities simultaneously.
• Exercise sound judgment.
• Communicate effectively with students, parents, staff, and community members.
• Work independently with minimal supervision.
• Organize complex office operations.
• Train and support office personnel.
• Maintain accurate financial and student records.

Resources Used in Performing Job Include (but are not limited to)

NOVA Student Information System, district financial software, Microsoft Office Suite, Google Workspace, multi-line telephone system, copier, scanner, printers, calculators, district communication systems, and other standard office equipment.

Physical/Cognitive Requirements

Regularly required to sit, stand, walk, communicate verbally and electronically, operate office equipment, lift materials up to 25 pounds, and work under frequent interruptions while maintaining accuracy and professionalism.

Environmental Conditions

Work is performed in a busy elementary school office with frequent interaction with students, parents, staff, visitors, and community members. Frequent interruptions and changing priorities are expected.

Essential Job Functions Office Management

• Coordinate and oversee the daily operation of the school office.
• Provide administrative support to the Principal and school leadership team.
• Ensure efficient workflow and organization of office procedures.
• Maintain office forms, records, files, and operational procedures.
• Coordinate office coverage and assist with front office operations as needed.
• Assist in training office personnel on district procedures.

Customer Service

• Serve as the first point of contact for students, parents, staff, and visitors.
• Provide professional, courteous, and responsive customer service.
• Respond to inquiries and resolve concerns or refer individuals to the appropriate personnel.
• Maintain positive working relationships with families, community members, and district departments.
• Promote a welcoming and professional school environment.

Student Information System (NOVA)

• Maintain accurate student records within NOVA.
• Process student enrollments, withdrawals, and transfers.
• Verify residency, enrollment documentation, and required records.
• Maintain student demographic information.
• Process student schedule changes as directed by administration.
• Assist with attendance reporting and enrollment audits.
• Ensure student information is accurate for state reporting.

Attendance and Enrollment

• Coordinate student enrollment and registration processes.
• Monitor daily attendance submissions.
• Assist with attendance reporting and documentation.
• Generate attendance reports as requested.
• Maintain cumulative student records in accordance with district procedures.
• Support student records requests and transfers.

Bookkeeping and Financial Management

• Maintain accurate bookkeeping records for school activity funds, cafeteria funds, and other school accounts.
• Collect, receipt, reconcile, and deposit all monies in accordance with district procedures.
• Ensure all deposits are submitted to Central Office within twenty-four (24) hours.
• Process purchase requisitions and purchase orders.
• Maintain financial records and supporting documentation.
• Reconcile accounts and prepare required financial reports.
• Assist with inventory control and fixed asset documentation.
• Ensure compliance with district procurement policies.

Payroll and Personnel Support

• Maintain employee attendance and leave records.
• Prepare payroll certifications and required payroll documentation.
• Maintain confidential personnel files and leave documentation.
• Assist staff with payroll and personnel-related forms.
• Coordinate substitute coverage documentation as requested.

Principal and Staff Support

• Provide confidential administrative support to the Principal.
• Prepare correspondence, reports, agendas, presentations, and meeting materials.
• Assist teachers with instructional material requests and supply orders.
• Coordinate staff communications and office announcements.
• Schedule meetings and maintain administrative calendars.
• Assist with school events and activities.

School Operations

• Submit, monitor, and follow up on maintenance and technology work orders.
• Coordinate custodial requests and facility needs.
• Maintain office supply inventory and order supplies.
• Assist with emergency preparedness documentation.
• Maintain school website updates as assigned.
• Assist with health office coverage when appropriate.

Compliance and Records Management

• Maintain confidential student and personnel records.
• Ensure compliance with FERPA, IPRA, and district confidentiality requirements.
• Maintain accurate documentation for audits and state reporting.
• Prepare and submit required reports within established timelines.

Additional Responsibilities

• Attend required district meetings and professional development.
• Support school improvement initiatives.
• Assist families and staff in accessing district services.
• Complete all assignments from the Principal in a timely and professional manner.
• Perform all other duties as assigned by the Principal or designee.

Personal Accountability

1. Demonstrates reliability through regular attendance and punctuality.
2. Properly notifies supervisor of absences or tardiness.
3. Completes assignments accurately and within established timelines.
4. Maintains professional appearance and conduct.
5. Demonstrates integrity, professionalism, and confidentiality.
6. Protects district resources through responsible stewardship.
7. Utilizes safe work practices and appropriate body mechanics.
8. Supports the mission, vision, and goals of Española Public Schools through exceptional customer service and operational excellence.