Office Manager at WPFA satellite campus

Performance Academies•Columbus, OH

13d•Onsite

About The Position

The School Office Manager serves as the gatekeeper of the school office, providing a warm and welcoming atmosphere for students, staff, parents, and visitors while completing administrative tasks and supporting school administration. The role manages student records and files, audit preparation, enrollment and attendance reporting, food-service records, transportation coordination, communications, office operations, and visitor security. The Office Manager also supports meetings and maintains professional, confidential, and courteous relationships with school stakeholders. The position is non-exempt, reports to the Principal, and is assigned to the WPFA satellite campus.

Requirements

High school diploma or equivalent.
Satisfactory completion of required federal and state criminal-history checks.
Knowledge of Microsoft Office Suite, including Word, Excel, OneNote, and PowerPoint.
Familiarity with Google Workspace and other Performance Academies school-system software.
Knowledge of telephone etiquette and the ability to deal tactfully and confidently with callers and visitors.
Strong organization, multitasking, and prioritization skills.
Ability to handle confidential information with sensitivity and integrity.
Ability to work courteously, tactfully, and diplomatically with others and as part of a team.
English usage, spelling, grammar, and punctuation skills.
Business letter and report writing skills, and business-office telephone techniques and etiquette.
Basic office mathematics skills.
Knowledge of first aid and CPR procedures.
Knowledge of leadership, office organization and management, public relations, and training principles.
Ability to operate a computer keyboard and mouse and handle other technology-related components.
Physical ability to sit; use hands to finger, handle, or feel objects, tools, or controls; talk and hear; walk; reach; climb or balance; stoop, kneel, crouch, or crawl; occasionally stand; and occasionally lift or move up to 25 pounds.

Nice To Haves

At least two years of experience in business management or a similar field.
Bilingual Spanish and English skills, both written and verbal.

Responsibilities

Prepare and manage files for State and Federal audits, FTE audits, food audits, file reviews, and CSADM audits for assigned schools.
Maintain student enrollment, medical, achievement, and other required records, and obtain complete files for new students who previously attended another school or educational facility.
Coordinate with the EMIS Coordinator, Administrative Coordinator, and Grade Books/Attendance Coordinator on audits, attendance, data submissions, and recordkeeping.
Monitor and submit McKinney-Vento paperwork for homeless students.
Maintain accurate food-service reimbursement records and track, maintain, and report Free and Reduced Lunch programs.
Coordinate and assist with student transportation with local transportation departments.
Administer medication only when required and permitted by the Student Handbook; secure medications and maintain related medical documentation.
Control access to student records, track staff sign-in and sign-out of office files, and respond to school-district record requests within 48 hours.
Mail required letters to parents and students as directed by the Principal and Superintendent, including enrollment confirmations, open-house notifications, HQT and Title I notices, Dragon Grams, and absence or truancy notifications.
Ensure Kindergarteners and 7th graders submit required immunization records by November 1, and ensure K–1 students receive required vision and hearing screenings by November 1.
Generate weekly enrollment and student-in-seats reports and monthly lunch reports; provide enrollment updates to the Superintendent and Principal as needed.
Ensure pertinent forms are received within two weeks of a student's start date; request and submit records promptly; and submit enrollment and withdrawal forms to the EMIS Coordinator in a timely manner.
Answer school phones promptly and professionally, keep voicemail current, and respond to parent enrollment-application inquiries and requests within 24 hours.
Ensure parents complete and submit accurate Free and Reduced Lunch questionnaires and forward them to the EMIS Coordinator and Business Office as requested.
Call families of absent children by 10:00 a.m. each day and follow up with appropriate agencies regarding chronic truancy or unconfirmed absences.
Issue tardy notices to students who arrive after the district-set time and keep office hours as specified in the employment contract.
Maintain confidentiality, follow the school dress code, keep the work area and visitor area clean and orderly, and refrain from engaging in student discipline or assigning students sensitive records or errands without Principal approval.
Assist the Principal with preparations for parent informational meetings, Board meetings, Principal meetings, and other meetings hosted at the school.
Order approved office supplies within allocated budgets.
Help ensure building safety and security by requiring visitors, including volunteers, parents, and vendors, to check in at the office and by preventing unapproved classroom visits.
Read and understand policies in the staff handbook and student handbook/code of conduct.
Send regular parent truancy notices for chronically and habitually truant students.
Immediately notify the Principal and intervention specialists upon receiving new or updated medical, special education, IEP, 504, or similar records; date and initial received paperwork and ensure disability-related records are communicated to the appropriate staff.
Forward all media inquiries to the Superintendent and immediately notify the Superintendent and Principal of media calls, visits, or inquiries.
Use positive de-escalation strategies with parents, vendors, staff, students, and others; remain courteous and calm; and report complaints promptly to the Principal, documenting their resolution or referral. Escalate serious complaints immediately to the Superintendent.
Maintain positive relationships with parents, guardians, staff, students, community organizations, the school Sponsor/Authorizer, management team, Principal, Superintendent, and ODE representatives.
Travel when requested and be available on call.