School Office Manager, St. Mary, Aberdeen

Position Type:

Secretarial/Clerical/Secretary / Administrative Assistant

Date Posted:

5/12/2025

Location:

St. Mary, Aberdeen

EMPLOYMENT OPPORTUNITY - ST. MARY SCHOOL

School Office Manager

St. Mary School is a parish supported Catholic school educating the next generation of innovative thinkers and ethical leaders in Grays Harbor and beyond. St. Mary School offers a rigorous education that celebrates diversity, individuality, and academic excellence. Sound ethical and moral values are taught by passionate teachers who lead by example, demonstrating what it means to be a St. Mary student.

St. Mary School, located in Aberdeen, WA, has an opening for a full-time School Office Manager. This position seeks candidates capable of managing the operations of a private early learning/elementary/middle school office.

Application Deadline: Position is open until filled.

Wages and Benefits: The position is paid at an hourly rate ranging from $18-24/hour Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, degrees, and certifications.

Benefits: A comprehensive package of benefits is offered including two medical plan options, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation, and holidays.

The month of July and school vacation days are NOT paid.

Start Date: The official start date for the position is August 4, 2025. Additional work days in June of 2025 may be added for training and other purposes.

Schedule: The work days for this position follow the school calendar (i.e. Monday thru Friday) and extend from the first Monday in August to the last weekday in June. Daily schedule is 7:15am to 3:45pm including 30 minutes for lunch. Additional hours may be added for special activities/events (i.e. Oktoberfest, Open House, etc.)

Job Description:

Manages the operation of the school office. Greets parents, students, and visitors entering the office and provides assistance. Answers the telephone and responds to inquiries; screens calls for the School Principal, faculty, staff, and students. Receives and distributes mail. Promotes effective public relations with parents, parishioners, alumni, and the general public.

Provides secretarial assistance to the School Principal and faculty. Compiles data for enrollment and prepares other reports and lists. Formats and types correspondence, forms, and reports from handwritten drafts. Duplicates materials. Types and distributes school newsletter and other school community information as needed.

Processes enrollment materials; completes data input on computer; maintains current class lists; completes procedures for students transferring to the school or withdrawing from the school.

Maintains student attendance and tardy records; alerts principal to student attendance problems; contacts parents to verify absence of students

Maintains records and files for family and student information and health records; completes annual immunization report for the State of Washington; archives records as needed; maintains confidentiality

Maintains accounting ledgers for and billing for general school budget (i.e. cash tuition accounts, lunch accounts, Extended School Services billing, etc.); collects monies for various student activities, payments, and donations; prepares and maintains bank deposits; coordinates with Parish Office staff on invoices, deposits, payments, and timesheets for hourly employees; submits daily lunch count; generates and prints monthly lunch calendar; sells SCRIP cards and manages petty cash account

Processes free and reduced lunch application forms; evaluates and approves forms per guidelines; informs parents; maintains records

Requisitions, receives, accounts for and distributes school supplies, textbooks, office supplies, and materials; troubleshoots problems with office equipment and calls for service if needed; writes work orders for maintenance

Supervises students who come into the office; provides basic first aid and medical care to ill or injured students; calls parents and makes arrangements for transportation home, if necessary; gives medication as authorized; maintains medication authorization records

Coordinates with a variety of programs as requested, such as, PTO, fundraisers, school pictures, open houses, Special Friends Lunch, etc.

Coordinates daily substitute activities/needs (certificated and non-certificated) for the purpose of ensuring that staff absences are covered in a timely manner; greets substitutes and provides information needed

Monitors building visitors, visitor sign-in procedures and building activities including crisis situations and safety procedures

Performs a variety of related duties and special projects as assigned

Working Conditions: Office environment; experiences frequent interruptions; requires the ability to multi-task and respond quickly; requires dealing with a variety of personalities and emotional states; requires caring for ill or injured students. Requires visual concentration on detail, dexterity, and precision.

Required Knowledge, Skills and Abilities:

Knowledge of general secretarial procedures

Knowledge of correct grammar, spelling, English language usage

Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers

Keyboarding skills at 60 words per minute or more

Skill in operating general office machines

Skill in written and oral communication

Ability to operate a computer and use specific software applications (i.e. Microsoft Word Office Suite, including Word and Excel)

Ability to accurately perform arithmetic calculations

Ability to set up and maintain an accurate filing system

Ability to attend to detail and follow tasks through to completion

Ability to organize and set priorities

Ability to work effectively under pressure and remain flexible

Ability to work independently with minimal supervision

Ability to maintain confidentiality

Ability to establish and maintain effective working relationships with faculty, staff, parents, students, and the general public

Minimum Qualifications:

High school diploma or equivalent and at least five years of secretarial experience, including records maintenance, bookkeeping, and customer service

Experience working with children, particularly in a school setting, preferred

Must hold current First Aid and CPR certification or have the ability to obtain

Must pass a background check and complete the Archdiocesan Safe Environment Training

Catholic, preferred but not required

To express interest and receive access to the position application, please email a cover letter and current resume to School Principal, Carrie Marlow at .

Any offered salary/wage is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, degrees, and certifications. A comprehensive package of benefits is offered including two medical plan options, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation, and holidays.