School Office Manager (EX)(Current Opportunity) -St. Mary Catholic School, Hagerstown MD

The School Office Manager for St. Mary's Hagerstown provides essential administrative support to the Principal and school staff and must possess and maintain an understanding of the Mission of the Catholic Church and of the School. The Office Manager ensures that the School Office operates in an efficient and supportive manner to aid the Principal and staff.

Essential Functions:

• Perform general office duties such as reception, answering telephone inquiries, filing, mail distribution, and journal entries.


• Maintain school master calendar.


• Facilitate ordering of office supplies and ensure a smoothly running office environment.


• Maintain a record of contributions and provide annual letters to donors for tax purposes.


• Manage volunteers and their training on Virtus protocol.


• Prepare correspondence, reports, meeting agendas, and materials


• Maintain organized digital and physical filing systems


• Assist with internal and external school communications


• Support coordination of school events, meetings, and special projects


• Maintain accurate and up-to-date compliance records in accordance with diocesan and school policies


• Oversee documentation and recordkeeping and compliance for Pre-Kindergarten and Aftercare programs in alignment with MSDE (Maryland State Department of Education) requirements


• Ensure all required licensing, attendance, and program documentation is current and properly filed


• Track purchase orders, invoices, and delivery confirmations


• Work with vendors to ensure timely and cost-effective procurement


• Maintain inventory of office and instructional supplies


• Support student record management and data entry as needed


• Collaborate with faculty and staff to support school-wide initiatives


• Maintain confidentiality in all matters related to students, families, and personnel


• Coordinate substitute teachers as needed, including communication, scheduling, and tracking classroom coverage


• Gather, review, and reconcile employee timesheets with approved time-off requests to ensure accuracy and proper recordkeeping


• Check mail and distribute to appropriate parties


• Receipt all incoming cash and checks and send thank you letters as appropriate


• Other duties as assigned


• Occasional evening and weekend work may be required to support school events, meetings, and special programs

Position Qualifications:

• Ability to maintain a positive relationship with parents and staff and to understand their duties.


• Ability to support the Mission of the Catholic Church and the School


• Maintain a good relationship with parents.


• Demonstrated spirit of collaboration and ability to foster that spirit in others, particularly office staff and volunteers.


• Full working knowledge of Google Workspace, Canva, Microsoft Office including Word, Excel, PowerPoint, Outlook, and Publisher.


• Ability to prepare letters, spreadsheets and other documents as needed as well as being able to maintain databases personally, if necessary.


• Ability to maintain strict confidentiality.


• Excellent written and verbal communication skills


• Highly organized with strong attention to detail and follow-through


• Ability to prioritize tasks and work independently


• Associate’s or Bachelor’s degree preferred


• Minimum of 3 years of administrative experience, preferably in a school or nonprofit setting

Pay Range:  $51,000 - $55,000, Annualized

Benefits:

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/