Office Manager for Bilingual, ESL, and Language Services (26-27 SY)

IRVING INDEPENDENT SCHOOL DISTRICT

OFFICE MANAGER OF BILINGUAL, ESL, AND LANGUAGE SERVICE JOB DESCRIPTION

JOB TITLE: Office Manager for Bilingual, ESL, and Language Services

WAGE/HOUR STATUS: Nonexempt

FUNDING SOURCE: Local

REPORTS TO: Director of Bilingual, ESL, and Language Services

PAY GRADE: Salary Schedule Para 065 (230 Days)

DEPARTMENT: Bilingual, ESL, and Language Services

DATE REVISED: September 2026

This position is eligible for a Letter of Assurance.

PRIMARY PURPOSE: Facilitate the efficient operation of the Bilingual, ESL, and Language Services Department by providing clerical, organizational, and operational support for the Bilingual/ESL and other departments as assigned. Coordinate department communications, records, purchasing, travel, payroll, meetings, and events; maintain accurate documentation; and provide information for grants, audits, and open records requests as needed.

MINIMUM EDUCATION/CERTIFICATION:

• High School Diploma or GED

SPECIAL KNOWLEDGE/SKILLS:

• Knowledge of general office equipment, office procedures, and reporting guidelines.
• Ability to maintain accurate and auditable records.
• Excellent customer service skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to independently operate computers and peripherals using a variety of applications
• Ability to read, write, and perform basic math calculations.
• Ability to prioritize, manage time well, multitask, and troubleshoot.
• Ability to effectively use district programs with reasonable assistance.
• Ability to work independently without constant supervision.
• Ability to support multiple academic departments and coordinate communications, meetings, and materials.

MINIMUM EXPERIENCE:

• Three (3) years of clerical/secretarial experience or other equivalent experience or background, preferably in a school system.

MAJOR RESPONSIBILITIES AND DUTIES:

• Receive, sort, and distribute mail, documents, materials, and supplies to department staff.
• Receive incoming calls, assist visitors, take accurate messages, and participate in the Administration Building rotation phone duty as assigned.
• Schedule meetings, reserve rooms, maintain calendars, and prepare materials for department staff.
• Make travel arrangements, complete registrations, and manage travel documents for department staff.
• Build and maintain central office email distribution lists to support communication with campuses and district staff.
• Assist in the preparation, duplication, and organization of instructional resources, presentations, reports, and meeting materials.
• Assist in the preparation and organization of large group meetings, trainings, curriculum work sessions, and department events.
• Communicate with campus and district personnel regarding department procedures, events, timelines, and requests as needed.
• Assist in compiling information to be used in administrative reports, grants, audits, and program documentation.

RECORDS REQUEST AND MANAGEMENT

• Process all records requests, including but not limited to Public Information Act (TPIA) requests, received by the department under the direction of the department supervisor and in compliance with privacy laws.
• Maintain accurate and up-to-date departmental records, files, and documentation in accordance with district procedures.
• Stay current on technical and professional trends and developments affecting records management, retention, and disposal, and share relevant information with appropriate personnel as needed.
• Provide information and documentation for grants, compliance requirements, and open records requests as needed.

ACCOUNTING

• Perform accounting tasks following established district guidelines, including, but not limited to, those related to budget, fixed assets, requisitions, and purchase orders.
• Assist with the preparation and payment authorizations for department supplies, instructional materials, and services following appropriate district procedures.
• Maintain up-to-date account balances for funding sources.
• Monitor, process, and submit personnel payroll reports to the central office as required.
• Perform the vendor setup process for all contractors and service providers.
• Process mileage reimbursements for department staff.
• Maintain payroll records and reports for the department in accordance with district guidelines.
• Manage department staff memberships and registrations to organizations and events as needed.

OTHER

Stay informed of and comply with state, district, and school policies or regulations related to primary job functions.

Exhibit professional, ethical, and responsible behavior, and serve as a role model for staff and the public.

Adhere to instructions and guidance from department leadership in a professional manner.

Organize communication of Teaching and Learning initiatives, events, and updates.

Maintain confidentiality of information.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem-solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety: 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 incidents immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA), and the 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 essential functions.

This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.