Office Manager

St. Carlo Acutis Classical Academy

Job Description

Position: Registrar/Office Manager Status: Full-Time

FLSA Non-Exempt

Type: Ministerial Reports to: Head of School /Principal

Job Description:

This full-time multi-role position requires a person who performs specialized and responsible clerical and technical tasks related to the registration of students and maintenance of student records files and physical school data; as well as related duties as required and conveying registration related information and reports to the appropriate parties. This position also requires a person who oversees the processing of daily invoices and disbursement transactions payroll performs limited staff training assists in metric reporting and the timely payment of vendors.

This position has a substantial amount of ministerial contact with families helping to introduce them to the School and its Catholic mission. A strong Catholic disposition and spirit of hospitality and excellence is necessary to perform this role well which is an integral part to the Schools service toward its students and their families.

This position is required to convey the Churchs message and to assist in carrying out the Churchs mission. This position is required to uphold the standards of the Catholic Church in his/her day-to day work and personal life. All employees are expected to be persons of integrity and must conduct themselves in an honest and open way free from deception or corruption and in a manner consistent with the discipline and teachings of the Catholic Church. Employees are expected to

follow rules of conduct that will protect the interests and safety of all including the standards and policies set forth in the St. Carlo Acutis Classical Academy Code of Conduct Policies and Guidelines Principal Contract Parent/Student Handbook and Employee Handbook.

Key Tasks:

• Articulate Catholic teaching with a commitment to its application in the job function.

• Receive review compile and evaluate applications transcripts and other specialized documents and in consultation with Head of School recommend acceptance or rejection.

• Coordinate assigned programs and/or activities (e.g. student registration) for the purpose of delivering services in conformance to established guidelines and ensuring performance of complex and difficult tasks.

• Process enrollment and withdrawal of students.

• Review maintain and evaluate student profile information student records program grade personal records eligibility records physical school data homeschool verification and elementary eligibility.

• Answer inquiries and assist administrators counselors students parents/guardians teachers auditors and other agencies concerning student data transcripts academic programs graduation requirements and admissions/withdrawals.

• Perform special services for administrators counselors and teachers to expedite enrollment procedures.

• Periodically audit student records to ensure accuracy and completeness of grades credits and graduation eligibility; Perform audits of student records in the Student Information System (SIS) to identify risks and potential areas for system and process improvement.

• Maintain all physical school records and attributes in the Student Information System (SIS).

• Assist parents/guardians and students in escalated registration/guardian account help.

• Serve as a liaison with administration parents/guardians and students to eliminate discrepancies in data related to students including updating accounts and acquiring proper documents.

• Instruct assign train and check the work of office employees and students to help make operating decisions within school district and state policies and regulations.

• Responsible for keeping all information on students up to date as it relates to directory information grading and transcript evaluation proficiency requirements health requirements drop-out information and home language survey.

• Process records for microfilming and sending transcripts to colleges other elementary middle or secondary schools and outside agencies and complete evaluations for same.

• Oversees activities regarding the purchasing cycle including data entry of appropriations verification of available appropriations prior to issuing purchase order creation of purchase orders with correct coding and processing payments.

• Performs bookkeeping tasks in compliance with all company policies and procedures.

• Performs payroll functions proficient with Paylocity.

• Works closely with Head of School and School Board Treasurer to ensure all of the companys disbursement and payment goals and policies are met.

• Maintains proper and complete record-keeping and supporting documentation.

• Reviews account coding and coordinate SAGE coding.

• Attend training as required.

• Any other academic related topic established at the discretion of the Head of School

• Meet professional obligations through efficient work habits such as meeting deadlines honoring schedules coordinating resources and meetings in an effective and timely manner and demonstrating respect for others.

• Meet reporting deadlines to Head of School in order that all state reporting deadlines are met.

• All work responsibilities are subject to having performance goals and/or targets established.

• Review and adhere to the St. Carlo Acutis Classical Academy Handbook and all other school policies.

• Execute all other duties as assigned.

Key Qualifications:

• Associate degree or equivalent combination of education and relevant experience. Bachelor degree preferred.

• Three years of broad varied and increasingly responsible experience preferably two years in a registrars office/student records.

• Preferred knowledge of Registrar operations performed at the school district level. Some school district experience preferred.

• Bookkeeping experience or knowledge of school finance preferred but not required

Key Skills & Competencies:

• An independent self-starter who is able to work well with colleagues and students

• Updated office methods and practices including standard record maintenance procedures and filing systems and the use of records.

• Basic concepts of elementary statistics as applied to grade-point average and the compilation and reporting of data.

• Methods and equipment used in data entry operations.

• Ability to learn quickly develop and implement policies and procedures for the Registrars Office.

• Ability to review interpret and evaluate applications transcripts and other specialized documents.

• Ability to make operating decisions independently in accordance with arch/diocesan school policies and regulations.

• Ability to maintain confidentiality.

• Ability to understand and provide oral and written instructions on complex matters.

• Ability to establish and maintain effective working relationships with administrators counselors students parents teachers and school district employees as well as the public and outside agencies.

• Clearly and effectively conveys and/or presents information verbally.

• Summarizes what was heard to mitigate miscommunication.

• Shares ideas and perspectives and encourages others to do the same.

• Informs others involved in a project of new developments.

• Disseminates information to other employees as appropriate.

• Effectively uses multiple channels to communicate important messages.

• Keeps administration well informed about progress and/or problems in a timely manner.

• Writes in a clear concise organized and convincing way for a variety of target audiences.

• The written message is consistently error-free and has the desired effect on the target audience.

• Proficient in PC or Mac; Proficient in Office 365 Google PowerSchool Canvas and other education related applications. Advanced knowledge of Microsoft Excel.

• Willingness to attend training for FACTS SAGE Powerschool as needed

Key Attributes:

• A Catholic in good standing with the Catholic Church

• A missionary disciple dedicated to the Proclamation of the Gospel

• A servant-leader willing to serve others through fidelity and excellence.

Physical Requirements: Employees should be able to meet the physical and mental demands of all the aforesaid key tasks skills and attributes. Such requirements include but are not limited to the frequent lifting or moving of up to ten (10) pounds and the occasional lifting or moving of up to forty (40) pounds; sitting at a computer for long periods of time; traveling to attend meetings; and the occasional demands of driving long distances.

Ministerial: The undersigned agrees and understands that he or she is a minister of the Catholic faith called to teach and act in strict accordance with the precepts and teachings of the Catechism of the Catholic Church (CCC) and the ordinaries of Oklahoma City and Tulsa. The undersigned is by his or her example in both word and deed an integral part of the religious formation of the children entrusted to St. Carlo Acutis Classical Academy by the parents or guardians as their sacred vocation (cf. CCC n. 2201-203; 2221-231). The undersigned as a minister of the Catholic faith is called to give a personal witness to the Gospel at all times.

Required Experience:

IC