Office of Career & Technology Education

Position Title: Office Manager
Department: Career & Technology Education (CTE) / Hemingway Career & Technology Center
Reports To: Director of Career & Technology Education
Location: Hemingway Career & Technology Center
Employment Status: Full-Time (240)
Classification: Administrative Support

POSITION SUMMARY

The Office Manager provides comprehensive administrative, clerical, financial, and organizational support to the Director of Career & Technology Education and the Hemingway Career & Technology Center. The Office Manager is responsible for maintaining an efficient, professional, and welcoming office while supporting the daily operations of Career & Technology Education programs.

This position serves as a primary point of contact for students, parents, teachers, administrators, business and industry partners, postsecondary partners, community organizations, vendors, and the general public. The Office Manager must demonstrate professionalism, confidentiality, accuracy, excellent communication skills, and the ability to manage multiple responsibilities in a fast-paced educational environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Office Management

• Manage the daily administrative operations of the Career & Technology Education office and Hemingway Career & Technology Center.
• Provide administrative support to the Director of Career & Technology Education.
• Maintain the Director's calendar, appointments, meetings, deadlines, and scheduled activities as assigned.
• Answer telephone calls, receive visitors, respond to routine inquiries, and direct individuals to the appropriate staff member.
• Prepare correspondence, memoranda, reports, agendas, meeting notices, presentations, forms, and other documents.
• Maintain organized electronic and paper filing systems.
• Receive, sort, distribute, and process departmental mail and correspondence.
• Maintain confidentiality of student, employee, financial, and departmental information.
• Assist with maintaining an orderly, professional, and welcoming office environment.

 

CTE Program Support

• Provide administrative assistance for district CTE programs, activities, meetings, and special initiatives.
• Assist with documentation associated with Career & Technology Education programs, Perkins V, the Comprehensive Local Needs Assessment (CLNA), work-based learning, advisory committees, and other CTE initiatives.
• Maintain records related to CTE programs, student participation, industry certifications, work-based learning, career exploration, and other program activities as assigned.
• Assist with gathering information and documentation needed for local, state, and federal CTE reports.
• Support communication among CTE teachers, school administrators, school counselors, students, parents, and district departments.
• Assist with coordination of CTE advisory meetings, career fairs, job fairs, student recognition programs, National Technical Honor Society activities, industry visits, career exploration events, and other CTE activities.
• Support partnerships with local businesses, industries, postsecondary institutions, workforce agencies, and community organizations.
• Assist the Director in maintaining documentation required for CTE program monitoring and compliance.

Financial and Purchasing Responsibilities

• Assist with departmental purchasing, requisitions, purchase orders, invoices, receipts, and other financial documentation.
• Maintain accurate records of expenditures and purchases for CTE programs.
• Assist with tracking local, state, federal, and Perkins-funded purchases as directed.
• Communicate with vendors regarding quotes, orders, invoices, deliveries, and purchasing documentation.
• Maintain inventory records for equipment, supplies, instructional materials, and other CTE resources.
• Assist with procurement documentation and ensure appropriate approvals are obtained before purchases are processed.
• Work collaboratively with the district's Finance Office and other departments to ensure timely and accurate processing of financial documents.
• Assist with P-Card documentation and reconciliation when assigned and authorized.

Student, Parent, and Community Services

• Greet students, parents, employees, business partners, and visitors in a courteous and professional manner.
• Provide general information regarding CTE programs, courses, activities, and events.
• Direct student and parent concerns to the appropriate teacher, administrator, counselor, or district employee.
• Assist with distributing information about CTE opportunities, career pathways, work-based learning, apprenticeships, industry certifications, dual enrollment opportunities, and special events.
• Maintain positive relationships with schools, community organizations, businesses, industries, and other stakeholders.

Meetings and Special Events

• Schedule and coordinate meetings for the Director of Career & Technology Education as assigned.
• Prepare agendas, sign-in sheets, meeting materials, presentations, and other supporting documents.
• Reserve facilities and coordinate logistical needs for meetings and events.
• Assist with CTE career fairs, advisory meetings, recruitment events, recognition ceremonies, ribbon cuttings, industry events, professional development, student competitions, and community outreach activities.
• Maintain records of meeting attendance and other required documentation.
• Assist with communications, invitations, flyers, announcements, and event correspondence.

Records, Data, and Reporting

• Enter and maintain accurate information in district and CTE databases, spreadsheets, and electronic systems.
• Assist with compiling data for reports required by the school district and South Carolina Department of Education.
• Maintain appropriate documentation for audits, program reviews, monitoring visits, and compliance activities.
• Assist with maintaining CTE enrollment, concentrator, completer, credential, work-based learning, and other program records as assigned.
• Review documents for completeness and accuracy before submission.
• Maintain records according to district, state, and federal requirements.

PROFESSIONAL RESPONSIBILITIES

The Office Manager is expected to:

• Maintain the highest level of confidentiality and professionalism.
• Demonstrate excellent customer service to students, parents, employees, and community partners.
• Communicate effectively verbally and in writing.
• Establish and maintain positive working relationships with district employees and external partners.
• Demonstrate initiative, dependability, accuracy, and attention to detail.
• Manage multiple assignments and deadlines effectively.
• Exercise sound judgment when handling sensitive information.
• Follow Williamsburg County School District policies, procedures, and administrative regulations.
• Participate in professional development and training as required.
• Perform other duties and responsibilities assigned by the Director of Career & Technology Education or district administration.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required.
• Associate degree in Business Administration, Office Administration, Administrative Services, or a related field preferred.
• Previous administrative, secretarial, bookkeeping, or office management experience preferred.
• Experience working in a school district, educational institution, government agency, or similar organization preferred.
• Experience with purchasing, budgeting, recordkeeping, or financial documentation preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Google Workspace, and other office technology.
• Ability to learn and effectively use district information, financial, and administrative systems.
• Strong written and verbal communication skills.
• Strong organizational, time-management, and customer-service skills.

KNOWLEDGE, SKILLS, AND ABILITIES

The successful candidate should possess the ability to:

• Organize and manage an administrative office effectively.
• Maintain accurate records and confidential information.
• Prepare professional correspondence, reports, spreadsheets, and presentations.
• Communicate professionally with diverse groups of stakeholders.
• Prioritize assignments and work independently with limited supervision.
• Perform basic financial and mathematical calculations accurately.
• Use computers, office equipment, databases, and electronic communication systems.
• Coordinate meetings, activities, and special events.
• Work collaboratively as a member of the Career & Technology Education team.
• Adapt to changing priorities and meet established deadlines.
• Demonstrate a commitment to supporting students' college and career readiness.

PHYSICAL REQUIREMENTS

The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties generally require sitting, standing, walking, reaching, communicating, operating office equipment, and occasionally lifting or moving office materials and supplies.

WORK ENVIRONMENT

Work is primarily performed in an educational and administrative office setting. The position requires regular interaction with students, staff, parents, administrators, business and industry representatives, community partners, vendors, and members of the public. Occasional attendance at meetings, school activities, CTE events, and district functions outside normal office hours may be required.

PERFORMANCE EXPECTATIONS

Performance will be evaluated based on the employee's ability to effectively support the Director of Career & Technology Education and the operations of the Hemingway Career & Technology Center, maintain accurate records, provide professional customer service, meet deadlines, maintain confidentiality, support fiscal accountability, and contribute positively to the mission of Williamsburg County School District.

CTE COMMITMENT

The Office Manager supports the mission of Career & Technology Education by helping create an organized and responsive environment that connects students with high-quality academic, technical, career exploration, work-based learning, industry certification, and workforce preparation opportunities.

Williamsburg County School District Career & Technology Education
“Preparing Students Today for Their Tomorrow.”