Office Manager
About The Position
The Office Manager oversees daily office operations and provides administrative support to the Assistant Superintendent. The role coordinates agency and school calendars, administrative workflows, communications, events, Paycom processes, budget tracking, purchasing, and financial records. It also serves as a liaison among the Assistant Superintendent’s office, school administrators, and agency departments, and supports office managers and secretarial staff across ACES schools and programs. The position maintains accurate and confidential student, personnel, and agency records; organizes student disciplinary data and prepares reports for the Assistant Superintendent; and supports effective use of agency information management systems. The Office Manager also participates in school and program visits throughout the academic year and performs other related duties as assigned by the Assistant Superintendent. The role is based at 370 James Street, New Haven, Connecticut.
Requirements
- High school diploma or equivalent required.
- At least three years of experience in office administration; experience in an educational setting is preferred.
- Proficiency in Microsoft 365 and Google Workspace.
- Familiarity with agency information systems such as PowerSchool, ParentSquare, Paycom, Munis, and PSIS, and the ability to learn new technologies.
- Strong organizational and time-management skills, including the ability to manage multiple priorities and meet deadlines.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to exercise sound judgment, demonstrate initiative, solve problems, and work independently.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Professionalism, dependability, attention to detail, and a positive, courteous approach to working with others.
- Comply with applicable privacy regulations, including HIPAA, FERPA, GDPR, and state laws, as well as organizational privacy and security frameworks and policies.
Nice To Haves
- Experience in an educational setting.
Responsibilities
- Manage daily office operations, including scheduling, correspondence, records, meetings, and administrative workflows.
- Provide administrative support to the Assistant Superintendent by preparing reports, presentations, communications, and meeting materials.
- Coordinate the development and maintenance of annual ACES agency and school calendars in collaboration with school administrators and agency departments.
- Coordinate administrative aspects of agency initiatives and events, including the ACES Education Foundation Gala and Administrative Retreat.
- Manage Paycom processes, including reviewing and processing PTO requests, timecards, and expense reports and coordinating approvals.
- Manage and monitor the Office of the Assistant Superintendent’s budget, track expenditures, process purchase orders and invoices, and maintain financial records.
- Coordinate purchasing and distribution of curricular and instructional materials across ACES schools and programs, including vendor communication, price negotiation, and order management.
- Oversee credit card reconciliation by reviewing transactions, verifying receipts, and ensuring compliance with agency financial procedures.
- Serve as a liaison between the Office of the Assistant Superintendent, school administrators, and agency departments.
- Coordinate requests, distribute information, and monitor follow-up on administrative matters.
- Participate in school and program visits throughout the academic year to strengthen relationships and understand school operations and needs.
- Support office managers and secretarial staff across ACES schools and programs with consistent administrative practices and procedures.
- Identify professional learning needs and coordinate training, collaboration, and information-sharing opportunities for office personnel.
- Maintain accurate and confidential student, personnel, and agency records, ensuring appropriate documentation and timely reporting.
- Receive, organize, and maintain student disciplinary data, including suspensions and expulsions, and prepare reports and summaries for the Assistant Superintendent.
- Support the effective use of agency information management systems and assist with required administrative reporting.
- Perform other related duties as assigned by the Assistant Superintendent.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
