Position Description:

The Office Manager is a key member of the school's administrative team responsible for coordinating the school's administrative operations, compliance activities, and organizational systems. Working collaboratively with the Charter Administrator, Secretary, Business Manager (Charter Impact), faculty, students, and families, and community partners to ensure the school's administrative, operational, and compliance systems function efficiently and effectively. This position oversees administrative processes, supports personnel and student record management, coordinates operational initiatives, and serves as the school's primary liaison for many business and operational functions. The Office Manager represents the school promotes a professional, organized, and service-oriented environment that supports student success and the school's mission.

Typical Schedule:

Employment Classification:

Full-Time Classified Employee Work Schedule:

Twelve-month position. Workdays are generally Monday through Friday, with flexibility based on operational needs.

Typical Hours:

Generally 8:00 a.m. - 3:30 p.m. (or another schedule established by the Administrator), with flexibility during peak operational periods and summer months. Some evening attendance at Board meetings, training, professional development, or school events may be required.

Reports To:

School Administrator Essential Duties and Responsibilities:

School Operations & Administrative Leadership Develop, implement, and maintain office procedures, administrative workflows, and organizational systems. Serve as the primary administrative liaison between the school and Charter Impact for business office functions. Coordinate operational calendars, annual administrative timelines, and recurring compliance requirements. Support the Administrator with strategic initiatives, operational planning, and special projects. Provide backup at the front desk during peak times, including lunch and attendance reporting. Human Resources Administration Coordinate employee recruitment, onboarding, orientation, and offboarding processes. Prepare employment agreements, contracts, personnel action forms, and related employment documentation. Maintain confidential personnel files and employment records. Monitor employee background checks, certifications, licenses, highly qualified requirements, and required training. Coordinate employee benefits enrollment, changes, and documentation with necessary partners. Maintain personnel compliance records and required employment documentation. Coordinate substitute onboarding, documentation, and maintenance of the approved substitute roster. Business Office Coordination Serve as the school's primary liaison with (Business Manager) Charter Impact. Coordinate payroll changes, employee information, and payroll documentation. Coordinate accounts payable documentation, purchase requests, reimbursements, and vendor payments. Coordinate accounts receivable documentation, deposits, and financial records. Assist with annual budgeting by compiling operational information and supporting documentation. Coordinate annual audit preparation and documentation requests. Coordinate tax reporting information and required financial documentation with Charter Impact. Support grant administration by coordinating purchasing documentation, reimbursement requests, and compliance records. Student Information Systems & Enrollment Serve as the school's PowerSchool administrator. Oversee the accuracy, integrity, security, and compliance of student information systems. Coordinate student enrollment, withdrawals, lottery administration, and Intent to Return processes. Maintain official enrollment records and class rosters in collaboration with the Secretary and Administrator. Oversee cumulative records management and records retention procedures. Coordinate student records requests and ensure compliance with FERPA and applicable laws. Maintain official rosters for special programs, including Gifted and Talented, Section 504, and Special Education. Coordinate student data reporting requirements. State Reporting & Regulatory Compliance Coordinate all required ISEE reporting. Monitor compliance calendars and reporting deadlines. Coordinate state, federal, charter authorizer, and regulatory reporting requirements. Maintain compliance documentation related to enrollment, attendance, personnel, and operational requirements. Coordinate annual reporting to the Idaho Department of Health and Welfare and other agencies as required. Support audit readiness through ongoing documentation and record management. School Nutrition Program Oversight Oversee administrative compliance for the National School Lunch Program (NSLP). Coordinate annual program applications, verification activities, claims documentation, and reporting. Monitor compliance with federal and state nutrition program requirements. Coordinate required NSLP trainings and documentation. Purchasing, Contracts & Asset Management Coordinate purchasing processes and procurement documentation. Obtain quotes and coordinate vendor proposals as requested. Prepare and monitor purchase orders and purchasing records. Coordinate receiving procedures and verify deliveries. Maintain inventories of technology, furniture, equipment, instructional materials, and other school assets in collaboration with applicable staff. Coordinate annual inventory verification. Prepare and maintain employee, vendor, and service contracts. Monitor contract renewal dates and maintain contract files. Facilities, Safety & Operational Support Coordinate maintenance requests and vendor services. Maintain building access records, keys, and operational documentation. Coordinate safety inspections, emergency preparedness documentation, and operational readiness activities. Coordinate operational support for state testing and other schoolwide initiatives. Grants & Special Programs Coordinate administrative documentation for grants and grant-funded programs. Maintain grant purchasing records and compliance documentation. Coordinate Medicaid billing documentation and administrative requirements as assigned. Records Management & Information Systems Maintain confidential operational, personnel, and administrative records. Manage the school's administrative filing systems and shared electronic records. Maintain administrative databases and operational software. Develop and maintain organizational systems that improve efficiency and compliance. Other Duties Perform other duties as assigned by the Administrator consistent with the responsibilities of the position.

Qualifications Required qualifications:

High school diploma or equivalent required. Strong organizational skills with the ability to manage multiple tasks and priorities. Excellent written and verbal communication skills. Proficiency in Google Workspace, Microsoft tools, and student information systems. Ability to maintain confidentiality and handle sensitive information with discretion. Professional demeanor, appearance, and communication when engaging with staff, families, and the community.

Preferred qualifications:

Associate's or Bachelor's degree. Prior experience in office administration or school operations. Experience with Powerschool and Idaho System for Education Excellence.

Work Environment:

Moscow Charter School reserves the right to modify job duties and responsibilities based on operational needs. Standard office environment within a school setting. Frequent interaction with staff, students, families, and community members. Requires sitting, standing, and walking throughout the day; occasional lifting of up to 25 pounds.

Employment Requirements:

Successful completion of all required state and federal background checks. Compliance with school policies, procedures, and training requirements. Compliance with all applicable laws and school policies regarding student safety, mandatory reporting, confidentiality, and professional conduct.

Salary & Benefits:

Salary and benefits are established annually by the Board of Directors and are based on the approved classified salary schedule and available funding. Benefits and employment terms are provided in accordance with Board policy and applicable employment agreements. Competitive and commensurate with experience and qualifications. Starting at $20.00/hour

Application Information:

Please send application, resume, and cover letter to office@moscowcharterschool.org.

https:

//www.moscowcharterschool.org/apps/pages/index.jsp?uREC_ID=1075609&type=d&pREC_ID=2770727

Contact:

Phone:

(208) 883-3195

Fax:

(208) 892-3855 1723 East F. Street, Moscow, ID 83843 Moscow Charter School is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, disability, or any other protected status under applicable law. This position is subject to the terms and conditions of employment established by Moscow Charter School and applicable Idaho law. Nothing in this job posting or position description creates a contract of employment.

Pay:

From $20.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person