Office Manager Columbus Performance Academy Shepherd

Job Purpose

The School Office Manager is the gate-keeper of the school office providing a warm and welcoming atmosphere for students staff parents and visitors. He or she also completes administrative tasks and supports the school administration.

Duties and Responsibilities

Include but not limited to:

Domain A- Core Responsibilities

• Prepare for and manage all files needed for State and Federal audits FTE audits food audits file reviews and CSADM audits for assigned school(s).
• Maintain and manage student files including student enrollment records medical records achievement records and other appropriate student data as required (including but not limited to proof of residency student immunizations birth certificate social security number and proof of custody).
• Must request and obtain a COMPLETE student file for all new students that had attended a previous school or educational facility.
• Work in conjunction with EMIS Coordinator Administrative Coordinator and Grade Books/Attendance Coordinator regarding audits attendance data submission and record keeping.
• Monitor and submit McKinney-Vento paperwork for homeless students per the McKinney-Vento Homelessness Assistance Act.
• Keep accurate records of food service reimbursements for the Federal Food Service Program. Track maintain and report Free and Reduced Lunch programs in a timely manner.
• Coordinate and assist student transportation with local transportation departments.
• Administer medication only if required and only as expressly outlined in Student Handbook. Keep all medications locked and maintain all medical documentation including but not limited to notes and records of each time medication(s) is dispensed/administered name(s) of all medications administered dosages parent consent letters doctors consent letters etc. No over the counter (ie. Tylenol Neosporin Advil Motrin other) or other medications may be dispensed to students or staff even without express written consent of a physician.
• Serves as school gatekeeper for all student records. OM must maintain and require a sheet for staff to sign in and sign out all office files. All requests from school districts for student records must be complied with within 48 hours.
• Mails home all pertinent letters to parents and students as required by Principal and Superintendent including but not limited to summer enrollment confirmation letters open house notifications HQT letters Title I program notification letters Dragon Grams student absences/truancy notifications
• By November 1st Kindergarteners and 7th graders have submitted all appropriate immunization records that meet the State of Ohio Department of Healths immunization schedule.
• By November 1st K-1 students have received all necessary vision and hearing screenings to meet State requirements ODH Vision screening requirements and ODH Hearing screening requirements.

• Domain B- Time Management

• Generate enrollment reports weekly student-in-seats reports weekly lunch reports monthly. Provide regular enrollment updates as needed to the Superintendent and Principal.
• Ensure that all pertinent forms are received in the office within 2 weeks of student start date.
• Answer school phones in a timely and professional manner. Ensures school voicemail is accurate and current.
• Return all parent inquiries for enrollment applications within 24 hours. Mail out all parent requests for enrollment applications within 24 hours.
• Request and submit records in a timely manner.
• Turn in enrollment and withdrawal forms in a timely manner to the EMIS Coordinator.
• Ensure that all parents have completed and submitted accurate timely free and reduced lunch questionnaires and submit them in a timely manner to EMIS Coordinator and Business Office as requested.
• Calls families of absent children by 10:00 a.m. each day to confirm/report all student absences --- follows up with appropriate agency for chronic truants or students whom absences are not confirmed ie. local police department Child Find county Childrens Services Agency etc.
• Issues tardy notices to ALL students that arrived after the district set time.
• Keeps office hours per employment contract.

• Domain C- Professionalism
  • Refrains from gossip sharing salary student disability or medical condition or any other personal financial medical or similarly sensitive information with staff parents and/or students.
  • Maintains clean uncluttered work area and creates/maintains attractive entry area or waiting area for parents and visitors at all times.
  • Follows school dress code at all times.
  • OM is to NOT engage in student discipline nor to solicit students for help with filing sensitive documentation records with identifying student information nor is OM to solicit students to run errands make copies or leave class without express permission from the Principal.
• Domain D- Dependability
  • Assist Principal with preparations for all parent informational meetings Board meetings hosted at the school Principal meetings hosted at the school other meetings.
  • Maintain and order approved office supplies within allocated budgets.
  • Ensure safety and security of the building by requiring that ALL VISITORS SIGN IN AND CHECK IN AT THE OFFICE BEFORE PROCEEDING THROUGH THE BUILDING INCLUDING VOLUNTEER(S) PARENT(S) VENDORS OTHERS. Ensure that parents or others do not visit classrooms (particularly when agitated) without an appointment or express consent from the classroom teacher or Principal.
  • Read and understand all policies outlined in the staff handbook and student handbook/code of conduct.
• Domain E- Communications and Relationships
  • Send home regular parent truancy notices for chronically and habitually truant students.
  • OM must IMMEDIATELY report to principal and intervention specialist(s) upon receipt of any new or updated medical special education IEP 504 plan or similar records received from a parent guardian or school/school
    District.
  • Provide regular enrollment updates as needed to the Superintendent and Principal.
  • Ensures accuracy of Intent to Return (ITRs) at all times as families communicate change in their status.
  • Ensure that all student records pertaining to students with disabilities are communicated to principal and Intervention Specialist(s) upon receipt of information. OM must date and initial all paperwork as it is received.
  • Forward all inquiries from any news media (radio television newspaper other) directly to the Superintendent. Notify the Superintendent and Principal immediately upon calls visits or inquiries.
  • Understands and implements positive de-escalation strategies with unhappy parents vendors staff students others and never escalates a situation unnecessarily. Remains courteous and calm at all times in person or on the phone.
  • Reports parent or other complaints immediately to the Principal. Uses appropriate documentation/form to report how complaints were resolved and to whom they were referred. Makes serious complaints known immediately to the Superintendent.
  • Maintains positive relationships with all stakeholders in the school including parents guardians staff students community organizations the schools Sponsor/Authorizer management team members the Principal and Superintendent ODE reps etc.

Qualifications

• Minimum of high school diploma or equivalent.
• At least two (2) years of experience in business management or a similar field preferred.
• Bilingual both written and verbally in Spanish/English preferred but not required.
• Satisfactory completion of federal and state required criminal history checks.

Knowledge Skills Abilities and Personal Characteristics

• To perform this job successfully an individual must have knowledge of Microsoft Office Suite (Word Excel OneNote Power Point) and a familiarity with Google Workspace and other Performance Academies School Systems software programs.
• Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors
• A courteous and pleasant personality
• Strong organizational skills for multitasking and prioritizing responsibilities
• Must possess sensitivity to confidential information and hold a high standard of integrity
• Work with courtesy tact and diplomacy in dealing with others and the ability to work as part of a team
• English usage spelling grammar and punctuation
• Business letter and report writing techniques
• Business office telephone techniques and etiquette
• Basic math used in an office environment
• First aid and CPR procedures
• Principles of leadership office organization and management public relations and training.

Working Conditions

• Ability to travel when requested.
• Dexterity to operate computer keyboard mouse and to handle other technology related components.
• On-Call availability

Physical Requirements

• While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel objects tools or controls; and talk to hear.
• The employee is frequently required to walk; reach with hands and arms; climb or balance; and stoop kneel crouch or crawl.
• The employee is occasionally required to stand.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and the ability to adjust focus.

This is not necessarily an all-inclusive list of job-related responsibilities duties skills efforts requirements or working conditions. While this is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

This is not necessarily an all-inclusive list of job-related responsibilities duties skills efforts requirements or working conditions. While this is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks be performed as assigned.