Office Manager

Charter School Associates • Homestead, FL

7d

About The Position

The Office Manager provides secretarial and operational support to the Principal and Assistant Principal, coordinates office and personnel processes, and handles a range of finance-related duties. The role includes supervising clerical office personnel, maintaining records and supplies, supporting payroll and HR administration, and processing school payments, deposits, reimbursements, and purchase orders. The Office Manager also performs other tasks and assumes other responsibilities as assigned by the Director/Principal.

Requirements

• Previous experience preferred.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Provide secretarial support to the Principal.
• Maintain an updated phone list.
• Sort and date-stamp incoming mail for the Principal and Assistant Principal.
• Maintain adequate supply inventory and process supply request forms.
• Attend all staff meetings.
• Take and distribute minutes for required meetings in a timely manner.
• Post mandatory notices for Board meetings.
• Attend all Open Houses, Lottery events, and similar events.
• Assign duties to and supervise clerical office personnel.
• Coordinate personnel travel for professional development.
• Maintain updated faculty and substitute lists and provide the substitute list to faculty.
• Maintain an updated list of employees terminated during the school year.
• Assist with new-hire paperwork and follow up on fingerprinting for new hires.
• Maintain teacher certification information and up-to-date personnel files in compliance.
• Maintain filing systems, including locked confidential files.
• Process Out-of-Field Waivers and document them in an Excel spreadsheet.
• Maintain time and attendance for non-exempt employees and approve the final payroll report.
• Act as a liaison between employees and HR for Leave of Absence/FMLA matters.
• Act as an ongoing liaison between employees and HR for workers’ compensation accidents and incidents until resolved or closed.
• Handle MSB software, including posting field trips and events for payment, invoicing students, providing payment reports, and following up on sports, clubs, events, Jeans Day, and other student fees or activities with the sponsoring individual; enter the appropriate accounting codes for each fee.
• Maintain accurate Accounts Payable information and send invoices to CSA for payment processing.
• Handle the Principal’s internal checking account, including submitting manual checks to the CSA office for posting.
• Assist with obtaining W-9 and vendor registration forms for new vendors when necessary.
• Submit employee expense reports to CSA for payment processing.
• Process parent reimbursements and refunds when applicable.
• Handle deposits for internal, operational, aftercare, and food service accounts when necessary.
• Handle PEX card compliance and submit receipts.
• Create school purchase orders through SAGE Intacct and provide information needed to support them.
• Support the Principal in obtaining quotes for grant requests when necessary.
• Provide a qualified teacher list for the Classroom Teacher Supply Program.
• Perform other tasks and assume other responsibilities assigned by the Director/Principal.

What This Job Offers

• Job Type: Full-time