IRVING INDEPENDENT SCHOOL DISTRICT

MAHI Office Manager

JOB DESCRIPTION

JOB TITLE:  MAHI Office Manager                                WAGE/HOUR STATUS: Exempt

REPORTS TO:  Executive Director of Adult Learning,

Employee Wellness and Community Engagement           PAY GRADE:  Paraprofessional 065 (230 days)

DEPARTMENT:  State/Federal Programs                      DATE REVISED:  05/2024

PRIMARY PURPOSE:    The Magda A. Hernández Institute of Wellness and Professional Learning (MAHI) Office Manager is responsible for ensuring a positive and well-managed environment in the MAHI building. This role involves maintaining the calendar of events, managing reservations for professional learning spaces and the activity center, and assisting the Executive Director of Adult Learning, Employee Wellness and Community Engagement as needed. 

QUALIFICATIONS:

Minimum Education: 

• Highschool Diploma or GED

Special Knowledge/Skills:

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Excellent verbal and written communication skills.
• Ability to multitask and handle multiple priorities efficiently.
• Strong interpersonal skills and ability to work effectively with a diverse group of people.
• Attention to detail and accuracy in all tasks.

Personal Attributes:

• Professional and friendly demeanor.
• Dependable and reliable with a strong work ethic.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Flexibility and adaptability to changing priorities and demands.

Minimum Experience: 

• At least three (3) years of clerical/secretarial experience or other equivalent experience or background.

MAJOR RESPONSIBILITIES AND DUTIES:

1. Coordinate and maintain the calendar of events for all professional learning opportunities and activities in the MAHI building.
2. Manage reservations and scheduling for district-wide professional learning spaces and the activity center, ensuring efficient and effective use of facilities.
3. Verify the wellness piece is included in reservation and maintain documentation of the wellness component.
4. Communicate with staff and community members regarding registration for fitness classes and events.
5. Communicate with community and parent members when promoting community/parent classes and events.
6. Compile attendance reports for community and parent classes and events.
7. Compile attendance reports for Fitness Classes to maintain data for planning purposes.
8. Monitor cancellations for fitness classes and update available spots for classes.
9. Coordinate visits by Irving ISD staff, parents, and community members, ensuring a welcoming and organized experience.
10. Receive incoming calls, take reliable messages, and schedule appointments promptly and professionally.
11. Schedule monthly fire and weather drills and document accordingly.
12. Sort mail, packages and deliveries for building.
13. Perform accounting tasks following established district guidelines including but not limited to those related to budget, fixed assets, requisitions, and purchase orders.
14. Assist with the preparation and payment authorizations for department supplies and materials following appropriate district procedures.
15. Maintain up to date account balances for funding sources.
16. Perform vendor set up process for all contractors and service providers.
17. Maintain proper files as required, ensuring accurate and organized record keeping.
18. Process work orders for SchoolDude, Print Shop and Technology.
19. Prepare correspondence, forms, and reports as requested by the Executive Director and other staff members.
20. Maintain confidentiality of sensitive information and demonstrate loyalty to the district, adhering to all policies and regulations.
21. Stay informed of and comply with state, district, and school policies and regulations concerning primary job functions.
22. Provide general administrative support to the Executive Director of Adult Learning, Employee Wellness, and Community Engagement, assisting with various tasks as needed.

SUPERVISORY RESPONSIBILITIES:

• None

PROFESSIONAL PRACTICES:

Adheres to all board policies and district administrative procedures.

WORKING CONDITIONS:

Mental Demands Physical Demands/Environmental Factors: Ability to communicate effectively (verbal and written). Maintain emotional control and exercise reasoning and problem-solving skills while under stress. Must work on multiple projects simultaneously while still meeting deadlines. Work within tight deadlines. Occasional in-district and out of district travel. Occasional prolonged and irregular hours. Must be able to carry 20 IBS.

Physical Demands: Frequent in-district and occasional in-state travel.  Occasional prolonged and irregular hours.

Safety:  Perform all duties in a safe and responsible manner. Observe all safety precautions and guidelines.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve workplace safety