Office Manager

Job Description

Position Overview:

The Office Manager partners directly with staff, students, and families of WKJLA families and is responsible for maintaining operational excellence at the school’s main office. The Office Manager is a key member of the school’s Operations Team. The Office manager reports to the Superintendent and Operations Coordinator.

Responsibilities of the Office Manager include, but are not limited to:

Receptionist Duties

• Warmly greet all visitors to the school and direct them to the appropriate place or person
• Manage school office, answer phones, and manage mail and fax
• Receive and distribute messages for students and staff
• Respond to parent questions and concerns, and direct them to School Leadership  when appropriate
• Maintain the professional appearance of the front office
• Track all visitors and tours

Office Administration

• Manage day to day of attendance procedures ensuring accuracy 
• Organize and maintain supply, storage closets, and common work areas
• Manage inventory and ordering of office supplies
• Administer first aid and medications to students according to school standards
• Distribute all deliveries to the appropriate person
• Support the management of the school store, student uniforms, and the lost and found
• Regularly update student phone lists and contact information
• Sort/deliver mail, opening when appropriate
• Coordinate service of copiers and printers as needed

Student Information Management System

• Collect all student records, including immunization records, home language surveys, emergency contact forms, and media release form
• Complete daily attendance, and enrollment, withdrawal, and contact data
• Help develop and manage student progress reports and report cards
• Manage collection, dispersal, security, and organization of all student cumulative record files
• Assure confidentiality of files is maintained and lock files where appropriate

Student Recruitment and Enrollment

• Engage in the student enrollment process, assist with student recruitment, and maintain all lottery records.
• Ensure all students are enrolled in SIS system
• Assist with the distribution of flyers, invitations, and other parent communication as it relates to the student recruitment process.

School Operations Support

• Help plan logistics and preparations for school events, including, but not limited to, field trips.
• Carry out any additional daily school duties as decided upon by the Principal or Director of Operations

Board of Directors’ Support

• Attend all monthly board meetings
• Act as Minutes clerk for the Board of Directors
• Prepare Board of Directors meeting packets monthly
• Post all Monthly Board meeting notices and agendas.
• Send all Board of Directors meeting notices to board members including calendar invites

Financial Responsibilities

• Prepare and make regular deposits.
• Collect all payments for school related functions, fundraisers, events.

Child Nutrition

• Collect all applications for NSLP Program
• Enter all data for CNP program.
• Send out all CNP notices to families.
• Manage all CNP collections for meal balances needing to be paid

Website Maintenance

• Maintain all website data and updates.

Qualifications

Desired Experience

• Proficient in Google Suites, Microsoft Word, Excel, and PowerPoint
• Prior school records experience (Preferred)
• Experience working in a fast-paced environment (Preferred)
• Satisfactory outcome of a background check. Employees are responsible for a non-refundable fingerprinting fee (approximately $50.00)

Desired Characteristics

• Unwavering commitment to WKJLA's mission, students, families, and community
• Firm belief in affirming the identity of students, families and staff
• Demonstrates excitement in growing students into their highest selves
• Passionate and committed to being a leader for racial justice and equity, and working in an organization committed to anti-racism

• Strong communication skills with diverse constituents; clear writer, facilitator and speaker and eagerness to collaborate

• Demonstrate commitment to continue their professional development individually, eager to offer and respond positively to feedback

• Ability to tackle multiple projects and initiatives at once with a strong sense of organization, prioritization, follow through and results orientation

Additional Information:

• Possess an entrepreneurial spirit, be flexible, and willing to go above and beyond to meet the varied needs of students
• To establish equitable salary practices, the compensation package is derived from the Oklahoma State department pay scale and is commensurate with aligned experience. This position is Exempt and will follow a 12-month schedule.
• Robust benefits package including medical, dental, vision, disability, and life insurance policy options, in addition to retirement benefits. Application for these benefits may be made immediately upon employment. The policy is effective upon the first of the month following the first day of work.