Office Manager

Area Cooperative Educational Services•New Haven, CT

About The Position

The Office Manager supports the Assistant Superintendent and coordinates administrative operations for the office. The role manages daily office workflows, agency and school calendars, initiatives and events, Paycom processes, budget activity, purchasing, records, and administrative reporting. The Office Manager also serves as a liaison among the Assistant Superintendent’s office, school administrators, and agency departments; supports office managers and secretarial staff across ACES schools and programs; and helps maintain consistent administrative practices. The position requires handling confidential information and complying with applicable privacy regulations and organizational policies.

Requirements

High school diploma or equivalent.
At least three years of experience in office administration; experience in an educational setting is preferred.
Proficiency in Microsoft 365 and Google Workspace.
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.

Nice To Haves

Experience in an educational setting.
Familiarity with agency information systems such as PowerSchool, ParentSquare, Paycom, Munis, and PSIS.

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 development and maintenance of the 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 to support communication and coordination.
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 as a resource for 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 effective use of agency information management systems and assist with required administrative reporting.
Perform other related duties as assigned by the Assistant Superintendent.
Comply with legal regulations, including HIPAA, FERPA, GDPR, and state laws, and follow privacy and security frameworks and organizational policies and procedures.