School Office Manager

Office Manager Job Description

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Reports To: Principal/Assistant Principal

Position Summary:

Informed by the school's mission, goals, and needs, office managers will act to contribute to the effective management of the school, ensure high levels of compliance with network, district, and state mandates, and support the development of a positive, welcoming climate. This position is pivotal in facilitating the school's educational purposes through the efficient daily operations of the school office and effective development, implementation and/or compliance with administrative, financial, and organizational processes. To that end, office managers are expected to maintain the utmost confidentiality and professionalism at all times.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are generally representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Key Competencies/Duties:

Manages, or delegates appropriately and effectively, the operations of the school office.

• Coordinates and implements main office tasks.
• Manages phone calls and correspondences (email, letters, packages, etc.).
• Coordinates logistical details for internal and external meetings and events.
• Monitors office supply inventory.
• Provides assistance with distribution of supplies and materials to staff.
• Operates a variety of contemporary office equipment.
• Answers and responds clearly and accurately to telephone and in-person inquiries from students, staff, parents and the public.
• Screens calls for the principal, staff, students, and others working in the building to maintain safety and confidentiality.
• Supervises students who come into the office; monitors and corrects student behavior.
• Provides clerical assistance to teachers and itinerant staff, as time allows or as authorized by principal.
• Supports school safety protocols by following the visitor policy in place. Makes recommendations on ways to improve protocols related to school visitors. Communicates needs to security staff.
• Promotes positive public relations with families, stakeholders, and the general public.
• Submits help desk or work orders for building repairs or technological issues.
• Maintains and troubleshoots office equipment as necessary.
• Distributes materials to students, families, or other stakeholders to communicate critical information.
• Maintains an orderly office environment.
• Makes non-instructional decisions as needed during the principal's absence.
• Reflects the mission and vision of the school through interactions with staff, students, families, and stakeholders.
• Other duties as assigned, within the parameters of the collective bargaining agreement in effect.

Implements financial processes and protocols.

• Records, verifies, codes, and processes payroll information for staff, substitutes, independent contractors, temporary help, etc.
• Checks and corrects payroll documents before submission to ensure accurate and timely pay for staff.
• Collects, deposits, and accounts for money collected in conjunction with school/course registration, trips, tests, and other school activities.
• Processes payments for contracts, services, and purchases.
• Places orders for supplies, equipment, or other school items.
• Approves bill payments, conferring with the administrator when questions arise.
• Conveys teacher attendance to the administration.
• Schedules substitute teachers to supervise classes when needed and ensures timely requests for payment.
• Manages a budget for office management and supplies.

Maintains accurate records and fulfills compliance mandates.

• Develops and maintains physical and electronic record keeping systems in compliance with district and state mandates and school policy.
• Ensures the collection, reporting, and correction of student attendance data, when needed.
• Collects and organizes documents for student files.
• Completes school, network, and district compliance tasks.
• Assists with audit preparation and audit processes.
• Provides assistance with safety drills, as directed by the administration.
• Maintains and updates student and staff emergency and contact information.
• Monitors compliance platforms, alerting the administration to upcoming deadlines.
• Seeks and attends professional development workshops to improve ability to manage and coordinate student information databases.

Fulfills tasks related to student enrollment and registration.

• Ensures accuracy of student information databases, initiating corrective actions when errors arise.
• Enters students into student information databases, checking the accuracy of summer rollover processes to ensure that the school roster is correct.
• Troubleshoots student information systems to address concerns.
• Collects registration documents and fees.
• Maintains accurate records of student enrollment/registration documentation.
• Ensures that health documents are routed to the correct personnel and documented.
• Communicates with families and students the registration and enrollment processes in an effort to support school goals pertaining to enrollment.

Communicates clearly and professionally with staff, students, families, and other stakeholders.

• Communicates with students, families, and the public to explain school policies and protocols related to general expectations, school functions and programs, the daily schedule, protocols, enrollment, and requirements.
• Communicates with staff school policies and protocols pertaining to attendance, PTO, purchasing, substitutes, payroll matters, professional development, calendars, etc.
• Orients substitute teachers to the school, providing the necessary information and supplies for the role in which the substitute will serve that day, including rosters, instructions, contact information, schedules, and room access, etc.
• Trains and assigns, prioritizes work of student office helpers and temporary help.
• Explains attendance/timekeeping procedures to staff and students.
• Seeks assistance from the network in regards to timekeeping, financial, or compliance requirements and protocols, when necessary.
• Communicates concerns to the administration pertaining to office management, safety procedures, etc.
• Delegates tasks appropriately and effectively to assistants, student office helpers, or temporary employees.

Qualifying Education/Licensure:

• High School Diploma or equivalent (Required)
• Bachelor's Degree in Business Administration or Management, Operations Management, Human Resources, or a related degree (Preferred)
• Bilingual Spanish/English; Arabic/English; Urdu/English (Strongly Preferred)

Other Qualifications:

• A minimum of 3 years of office management experience (Required) in an urban school setting (Strongly Preferred)
• Intermediate skills with respect to working with information databases (ie. PowerSchool, Aspen, etc. - Strongly Preferred), Google Suite, and Microsoft Office Suite (Required)
• Ability to operate and troubleshoot office equipment including but not limited to a copier, printer, postage meter, laptop, desktop computer, etc. (Required)
• Ability to communicate clearly and professionally, verbally and in writing (Required)

Knowledge and Experience:

• Effectively plan, organize and prioritize work in a demanding environment;
• Provide leadership and direction to other support staff assigned to the school;
• Utilize sound independent judgment in performing tasks and fulfilling responsibilities;
• Establish and maintain positive and professional interpersonal relationships and effectively communicate using tact, patience and courtesy in a manner that reflects positively on the school;
• Communicate accurately, effectively and courteously both orally and in writing to a diverse audience (i.e. staff, students, parents, network employees, etc.);
• Type at a speed of at least 50wpm;
• Rapidly learn procedures and software as required;
• Post, check, maintain files and other records rapidly and accurately;
• Learn and interpret Federal, State, District codes and regulations including administrative and school policies and procedures;
• Compose correspondence and written material independently;
• Understand and carry out oral and written instructions;
• Prepare reports;
• Maintain databases and manage information systems.

Salary and Benefits

Civitas Education Partners provides a highly competitive salary and benefits package. We are also committed to supporting professional growth and membership in local, state and national educational organizations.

Current Openings for School Office Manager Jobs at Civitas Education Partners

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