2026- 2027 Office Manager

Baystate Academy Charter Public School•Springfield, MA

About The Position

Under the supervision of the Principal, the Office Manager performs varied advanced administrative work unique to the support of all student services activities. The Office Manager maintains official student records and implements administrative policies and procedures that apply to students and families. This also includes promoting a positive relationship with parents and the general public.

Requirements

Advanced administrative work
Maintain official student records
Implement administrative policies and procedures
Promote positive relationships with parents and the general public
Maintain the school’s student information system (PowerSchool)
Student data accuracy and quality
Enter student demographic, attendance, enrollment, class schedule, teacher schedule, grades, and state/federal reporting and state standardized test results
Student lottery management
Create and distribute lottery applications and informational meetings
Report lottery results to DESE
Notify families of lottery results
Student enrollment process management
Check immunization forms
Request records from other schools
Withdraw students
Forward student records
Maintain updated forms based on state and federal requirements
Support development of master class schedule
Assign students to classes
Maintain records and files for student information (hard copies)
Annual record keeping in compliance with record and retention policies
Submit student reports to DESE for SIMS, EPIMS, SCS and other student-related reports
Distribute, collect, and mail quarterly progress reports and report cards
File return documents
Prepare and submit monthly enrollment counts, ethnic student counts, and other requested counts
Coordinate distribution and collection of federal survey forms
Coordinate preparation, translation, and distribution of school correspondence
Monthly audit of student attendance and demographic data changes via SIMS reporting
Monitor student withdrawals and reasons for non-enrollments
Update school website, monthly calendar, and social media
Coordinate Parent Council
Serve as liaison between student, home, school, and community resources
Work with professional personnel, students, and parents to help students succeed
Provide information to increase understanding of issues related to emotional, physical, academic, and economic areas
Update BACPS parent handouts
Ensure student data accuracy
Develop and implement standardized processes for data entry, quality assurance, and reporting
Provide backup coverage for Business Manager and Office Clerk
Assist Executive Director with student recruitment

Responsibilities

Maintain the school’s student information system (PowerSchool), insuring student data accuracy and quality.
Responsible for entering student demographic, attendance, enrollment, class schedule, teacher schedule, grades, and state/federal reporting and state standardized test results.
Responsible for the student lottery. Creation and distribution of lottery applications and informational meetings. Reporting results to DESE. Notifying families of lottery results.
Responsible for the student enrollment process. Checks immunization forms; requests records from other schools for students who are transferring; withdraws students leaving the school; forwards records to the next school if applicable.
Maintain updated forms based on changes to state and federal requirement and mandates.
Support the development of the master class schedule and assignment of students to classes.
Maintains records and files for student information. To include hard copies, annual record keeping in compliance to our record and retention policies.
Submit student reports to DESE for SIMS, EPIMS, SCS and any other type of student related reports.
Distributes, collects and mails quarterly progress reports and report card to students. File return documents after each grading period.
Prepares and submits monthly enrollment count, ethnic student count, and other counts as requested.
Coordinates distribution and collection of federal survey forms.
Coordinate the preparation, translation and distribution of the school correspondence to families in writing or by phone.
Monthly audit of student attendance and change in demographics data via SIMS reporting. This includes monitoring the status of student withdrawals and reasoning for non-enrollments.
Responsible for updating school web site, monthly calendar and social media vehicles.
Coordinate Parent Council.
Serves as liaison between student, home, school, and community resources such as family services agencies.
Works with professional personnel, students, and parents to help students be successful in school by making available information to increase the understanding of specific elements that may be attributed to problems related to emotional, physical, academic, and economic areas.
Update BACPS parent handouts pertaining to Family Engagement information and referral sources and distribute to all other staff members, as appropriate.
Ensure student data accuracy by developing and implementing standardized process around data entry, quality assurance and reporting of student information.
Provide backup coverage for Business Manager and Office Clerk.
Assist Executive Director with all aspects of student recruitment: marketing materials, answering parent questions, processing applications, lottery organization, working with parents/guardians to complete enrollment information.