Office Manager

Meridian Charter Schools•Chicago, IL

24d•$58,788 - $70,027•Onsite

About The Position

As a leading education management organization, Meridian Charter Schools is committed to transforming the lives of students in culturally and linguistically diverse communities by providing students access to high-quality educational opportunities that elevate their identities as an asset and foster equitable and inclusive learning environments. Meridian Charter Schools is a school management organization (SMO) in Chicago, IL that operates three campuses of Chicago International Charter School: CICS Ralph Ellison High School, CICS Northtown Academy High School, and CICS Wrightwood Elementary School. We believe through collective effort, we will have collective impact. 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.

Requirements

High School Diploma or equivalent (Required)
A minimum of 3 years of office management experience (Required)
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)

Nice To Haves

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)
in an urban school setting (Strongly Preferred)
Intermediate skills with respect to working with information databases (ie. PowerSchool, Aspen, etc. - Strongly Preferred)

Responsibilities

Facilitate and promote equity, a positive school environment and advocacy of students that aligns with the organization's mission and values.
Collaborate with colleagues and school leaders to strengthen support structures intended to promote access and equity that meets the needs of all students.
Demonstrate respect and regard for students, colleagues, and parents.
Update all necessary records accurately and completely as required by laws, in accordance with network policies and school protocols.
Develop and maintain physical and electronic record keeping systems in compliance with district and state mandates and school policy.
Build positive and respectful relationships with staff, students, families, and community partners.
Ensure the collection, reporting, and correction of student attendance data, when needed.
Collect and organize documents for student files.
Complete school, network, and district compliance tasks.
Assist with audit preparation and audit processes.
Provide assistance with safety drills, as directed by the administration.
Maintain and update student and staff emergency and contact information.
Monitor compliance platforms, alerting the administration to upcoming deadlines.
Seek and attend professional development workshops to improve ability to manage and coordinate student information databases.
Answer and respond clearly and accurately to telephone and in-person inquiries from students, staff, parents and the public.
Screen calls for the principal, staff, students, and others working in the building to maintain safety and confidentiality.
Demonstrate preparation and skill in working with students and families from diverse cultural, economic and ability backgrounds.
Support the creation of inclusive, identity-affirming spaces for students.
Implement professional practice and responsibilities, demonstrating cultural competence.
Implement D.E.I principles in interactions with members of the school community.
Ensure accuracy of student information databases, initiating corrective actions when errors arise.
Enter students into student information databases, checking the accuracy of summer rollover processes to ensure that the school roster is correct.
Troubleshoot student information systems to address concerns.
Collect registration documents and fees.
Maintain accurate records of student enrollment/registration documentation.
Ensure that health documents are routed to the correct personnel and documented.
Supervise students who come into the office; monitor and correct student behavior.
Train and assign, prioritize work of student office helpers and temporary help.
Communicate concerns to the administration pertaining to office management, safety procedures, etc.
Delegate tasks appropriately and effectively to assistants, student office helpers, or temporary employees.
Coordinate and implement main office tasks.
Manage phone calls and correspondences (email, letters, packages, etc.).
Coordinate logistical details for internal and external meetings and events.
Monitor office supply inventory.
Provide assistance with distribution of supplies and materials to staff.
Provide clerical assistance to teachers and itinerant staff, as time allows or as authorized by principal.
Communicate with staff school policies and protocols pertaining to attendance, PTO, purchasing, substitutes, payroll matters, professional development, calendars, etc.
Orient 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.
Explain attendance/timekeeping procedures to staff and students.
Distribute materials to students, families, or other stakeholders to communicate critical information.
Record, verify, code, and process payroll information for staff, substitutes, independent contractors, temporary help, etc.
Check and correct payroll documents before submission to ensure accurate and timely pay for staff.
Collect, deposit, and account for money collected in conjunction with school/course registration, trips, tests, and other school activities.
Process payments for contracts, services, and purchases.
Place orders for supplies, equipment, or other school items.
Approve bill payments, conferring with the administrator when questions arise.
Convey teacher attendance to the administration.
Schedule substitute teachers to supervise classes when needed and ensure timely requests for payment.
Manage a budget for office management and supplies.
Communicate with families and students the registration and enrollment processes in an effort to support school goals pertaining to enrollment.
Communicate 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.
Promote positive public relations with families, stakeholders, and the general public.
Seek assistance from the network in regards to timekeeping, financial, or compliance requirements and protocols, when necessary.
Submit help desk or work orders for building repairs or technological issues.
Perform other duties as assigned.