OFFICE MANAGER

Description

Persons with a disability requiring reasonable accommodation in the application process or requiring information in an alternative format may contact HR@wssb.wa.gov. Those with hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.

Duties

Position Summary

The Office Manager is the lead administrative support role for campus reception and Facilities operations. This position ensures smooth, safe, and compliant daily operations by managing the front desk, coordinating work orders and scheduling, supporting the Facilities Manager, and maintaining essential records. As the primary point of contact for students, staff, families, and visitors, this role requires strong organization, communication, and multitasking skills.

Key Responsibilities

• Front Desk Operations: Serve as the primary campus receptionist; greet visitors, verify purpose of visit, follow check-in procedures, and provide general school information.
• Communication Management: Answer and route calls/emails for the main campus line; provide routine information and direct inquiries appropriately.
• Facilities Administrative Support: Assist the Facilities Manager with tasks such as calendar coordination and credit card log reconciliation.
• Mail & Delivery Processing: Receive, sort, and distribute mail; maintain logs for accountable or time-sensitive items.
• Work Order Coordination: Enter, update, and monitor work orders; track progress and follow up with staff or requestors.
• Scheduling Support: Assist with scheduling HVAC, closures, and special events in coordination with Facilities and campus leadership.
• Motor Pool Coordination: Manage reservation requests, schedules, and usage records for the campus fleet.
• Records Management: Maintain electronic and hard-copy files for inspections, maintenance logs, and compliance documentation.
• Document Preparation: Prepare, proofread, and process forms, reports, and correspondence.
• Data & Reporting: Compile data for routine reports on work orders, inspections, and related activities.
• Compliance Tracking: Track deadlines for inspections, certifications, and required submissions; send reminders to staff.
• Campus Administrative Support: Provide additional front desk or administrative support during peak periods or staff absences.
• Perform other tasks as assigned.

Qualifications

Desired Qualifications and Attributes

• A Bachelor’s degree involving major study in business administration or closely allied field and one year of supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office; OR
• One year of experience in State service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3; OR
• Two years of experience in State service as an Administrative Assistant 1 or Human Resource Assistant 1.
• Equivalent experience involving supervisory or office management responsibility
• Additional qualifying experience may substitute year-for-year for education
• Equivalent education/experience will be considered

Knowledge, Skills & Abilities

Knowledge of:

• Office organization and management principles
• Modern clerical methods and work-production measurement
• Office materials, supplies, and equipment
• Inventory control and records management
• Supervisory techniques

Skills and abilities needed for success in this role:

• Maintain confidentiality and handle sensitive information appropriately
• Plan and supervise office service units
• Assign, review, and coordinate work production
• Develop procedures for effective use of space, equipment, and personnel
• Build effective working relationships
• Prepare clear, concise, factual reports
• Organize tasks and meet deadlines in a busy front-desk environment
• Communicate clearly and courteously with students, families, staff, and visitors
• Learn and use work-order and scheduling systems

Supplemental Information

Supplemental Information: