Office Manager 1, Family & Comm ENGMT

JOB SUMMARY

The Office Manager I supports the daily operations of the Family and Community Engagement (FACE) office by providing essential administrative and clerical support. This role assists with coordinating office activities, maintaining records, supporting staff and various teams, and ensuring smooth day-to-day operations. This role helps ensure smooth day-to-day operations while maintaining accurate records, supporting onboarding processes, and providing customer-focused assistance to families and internal stakeholders.

MAJOR DUTIES & RESPONSIBILITIES

1.        Monitors and manages the departmental email inbox, ensuring timely routing and follow-up of correspondence.
2.        Coordinates scheduling of meetings and maintains calendars for the Director, FACE staff and events.
3.        Attends departmental and management meetings and prepares accurate meeting minutes as required.
4.        Prepares and distributes meeting and event materials, including agendas, handouts, and sign-in sheets
5.        Secures meeting locations and coordinates room setup, equipment, and logistical needs.
6.        Issues, tracks, and ensures availability of translation devices for meetings and events.
7.        Orders, maintains, and monitors office supplies and materials to ensure uninterrupted office operations.
8.        Maintains inventory of FACE equipment and materials and coordinates distribution to staff.
9.        Tracks departmental budget allocations and communicates available balances to the supervisor as required.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

10.        Ensures staff access to office facilities, including key cards, building access, and credentials.
11.        Coordinates communication with Human Resources and prospective candidates regarding hiring processes.
12.        Schedules interviews and supports interview logistics for potential candidates.
13.        Supports onboarding and offboarding processes, including assignment and collection of office equipment and coordination of system access.
14.        Maintains TCH system for hourly employees and tracks compensatory time in accordance with district guidelines.
15.        Assists with payroll preparation, mileage tracking, and submission of required documentation.
16.        Serves as the primary point of contact for the FACE office by answering telephone calls, greeting visitors, and routing inquiries to appropriate staff.
17.        Other duties as assigned. (Note: No additional information is needed in this text box.)

EDUCATION

High School Diploma or GED

WORK EXPERIENCE

3 to 5 years

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Software
Proven experience in an administrative or office support role, with strong organizational and multitasking abilities.
Proficiency in using office software, including word processing, spreadsheet, and presentation tools.
Excellent verbal and written communication skills, with a customer-service-oriented approach.
Strong attention to detail and accuracy in completing tasks.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Professional demeanor and ability to maintain confidentiality.
Strong interpersonal skills, with the ability to interact effectively with employees, visitors, and external stakeholders.
Knowledge of office management principles and procedures.
Familiarity with basic HR processes and procedures is desirable.
Ability to adapt to changing priorities and handle unexpected situations.
Positive attitude and willingness to contribute to a positive work environment.

Equipment
Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

Level 1-No supervisory responsibilities. May provide occasional work guidance, technical advice, and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work and tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choices in the selection and application of established methods. The job receives frequent, ongoing supervision.

BUDGET AUTHORITY

No budget development activity is required. 

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follow rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

COMMUNICATION/INTERACTIONS
Basic communication - very little communication required such as receiving basic instructions. Interactions are mostly with customers, own supervisor, and co-workers in own department.

CUSTOMER RELATIONSHIPS

Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.