Job Description
ERA K-8 Office Manager 12-
Month EmployeeReports To:
Director Position Summary The Office Manager serves as the central coordinator of the school's front office operations and is often the first point of contact for students, families, staff, and visitors. Under general supervision, this position performs a wide variety of administrative, clerical, operational, and customer service duties that support the efficient operation of the school. The Office Manager manages student records and attendance processes, coordinates substitute coverage, oversees front office procedures, maintains school records, and provides administrative support while maintaining confidentiality, professionalism, and a welcoming school environment. Essential Duties and ResponsibilitiesOffice Operations and Customer Service Manage the daily operations of the school office. Serve as the primary receptionist for the school, greeting visitors, answering telephone calls, and responding to inquiries in a professional and courteous manner. Provide accurate information regarding school programs, activities, procedures, and events. Route calls, messages, visitors, and correspondence to the appropriate staff members. Maintain positive relationships with students, families, staff, and community members. Ensure visitor management procedures and school security protocols are consistently followed. Maintain a welcoming, organized, and professional office environment. Administrative and Clerical Support Review, sort, distribute, and process incoming mail and deliveries. Prepare, compose, proofread, and distribute forms, letters, memoranda, reports, meeting minutes, and other documents.g Maintain office files, records, and databases in accordance with school policies and procedures. Assist administration with scheduling, correspondence, and special projects as assigned. Maintain confidentiality of student, personnel, and school records. Maintain contact with school personnel regarding office activities, deadlines, and operational needs. Student Records and Enrollment Coordinate student enrollment, registration, transfers, and withdrawal processes. Maintain cumulative student records in accordance with state and federal regulations. Ensure student records are accurate, complete, and securely maintained. Process records requests, transcripts, and student documentation as appropriate. Assist families with enrollment paperwork and registration requirements. Attendance Management Oversee daily attendance procedures and reporting. Process student check-ins, check-outs, tardies, attendance records, and excuse documentation. Monitor attendance records for accuracy and compliance with state requirements. Communicate with families regarding attendance concerns and documentation requirements. Prepare attendance reports for administration and state reporting purposes. Maintain accurate attendance and student records in the school's student information system. Student Health Support Assist students who become ill or injured by directing them to the school nurse, contacting parents/guardians, and notifying administration as appropriate. Maintain appropriate documentation related to student health office visits as required. Staff and Substitute Support Serve as the primary substitute coordinator for the school, managing daily staff absences and ensuring uninterrupted instructional coverage. Coordinate all substitute teacher coverage, including securing substitutes, communicating assignments, preparing substitute materials, and ensuring classrooms are adequately staffed. Maintain substitute records, contact lists, payroll documentation, and absence reports. Communicate with administrators and staff regarding coverage needs and staffing shortages. Assist in developing contingency plans for staff absences and emergency coverage situations. Welcome substitute teachers and provide necessary information, schedules, classroom assignments, and directions. Facilities and Operations Support Order office and instructional supplies and maintain inventory as needed. Coordinate service requests and repairs for office equipment, copiers, laminators, vending machines, and other school resources. Assist with school-wide events, meetings, and activities as needed. Coordinate with vendors and service providers to support school operations. Front Office Leadership Oversee front office procedures to ensure efficient daily operations. Coordinate office workflows and prioritize administrative tasks. Assist in training and supporting front office staff, volunteers, and substitutes as needed. Identify opportunities to improve office efficiency and customer service. Emergency Preparedness Maintain readiness to respond during emergencies. Make announcements, contact emergency personnel, and assist administrators in implementing emergency procedures. Follow all school safety protocols and procedures. Assist with emergency drills and preparedness activities. Other Duties Perform other duties and responsibilities as assigned by the Director. Qualifications High school diploma required; associate degree or higher preferred. Pay:
$20.00 - $28.00 per hour Benefits:
Dental insurance Health insurance Paid time off Parental leave Retirement plan Vision insurance Work Location:
In person
