Performance Academies
Overview
Job title:
Office Manager Classification:
Non-Exempt Reports to:
Principal Organization Unit:
Administration Approved by:
Human Resources Effective date:
5/8/2025 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
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 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 the Student Handbook. Maintain all medical documentation and notes related to medications dispensed, with explicit written consent where required. Serve as school “gatekeeper” for all student records with a sign-in/sign-out sheet for staff; comply with records requests within 48 hours. Mails home pertinent letters to parents and students as required by Principal and Superintendent (e.g., enrollment confirmations, notifications, letters related to programs and attendance). By November 1st, ensure immunization records and vision/hearing screenings meet state requirements for respective grades. Domain B - Time Management:
Generate enrollment, student-in-seat, and lunch reports; provide regular enrollment updates to the Superintendent and Principal; ensure forms are received within 2 weeks of a student start date; answer and manage school phone calls and voicemail; return enrollment inquiries within 24 hours; timely record requests; manage enrollment/ withdrawal forms with EMIS Coordination; ensure free and reduced lunch questionnaires are submitted as required; contact families about absences and tardies; maintain office hours per contract. Domain C - Professionalism:
Maintain confidentiality; keep a clean and welcoming office; follow dress code; do not engage in inappropriate staff/student interactions related to sensitive documentation. Domain D - Dependability:
Assist with preparations for parent and board meetings; manage office supplies within budget; ensure building safety and visitor sign-in; follow policies in the staff and student handbooks. Domain E - Communications and Relationships:
Send truancy notices; promptly report medical/IEP/504 updates to the Principal and Intervention Specialists; provide enrollment updates; ensure accuracy of IT Return (ITR) records; communicate student records for students with disabilities; direct inquiries from news media to the Superintendent; use de-escalation strategies with stakeholders; document and escalate complaints as required; maintain positive relationships with all school stakeholders. Qualifications
Minimum of high school diploma or equivalent. At least
two
(2) years of experience in business management or a similar field preferred. Bilingual in Spanish/English preferred but not required. Satisfactory completion of federal and state required criminal history checks. Knowledge, Skills, Abilities and Personal Characteristics
Knowledge of Microsoft Office Suite (Word, Excel, OneNote, PowerPoint) and familiarity with Google Workspace and other Performance Academies School Systems software. Good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors. Courteous and pleasant personality; strong organizational skills for multitasking and prioritizing. Ability to maintain confidentiality and integrity; work as part of a team; strong English usage and writing skills; ability to write business letters and reports; professional office telephone techniques; basic math in an office context; basic first aid and CPR knowledge; understanding of leadership, office organization, management, public relations, and training. Working Conditions
Ability to travel when requested. Dexterity to operate computer equipment and related technology. On-Call availability. Physical Requirements
Regularly sit, use hands and fingers, talk and hear. Frequently walk, reach, climb or balance, and stoop or kneel; may crouch or crawl. Occasionally stand; may lift and/or move up to 25 pounds; vision requirements include close, distance, color, peripheral, 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. Management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
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Job title:
Office Manager Classification:
Non-Exempt Reports to:
Principal Organization Unit:
Administration Approved by:
Human Resources Effective date:
5/8/2025 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
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 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 the Student Handbook. Maintain all medical documentation and notes related to medications dispensed, with explicit written consent where required. Serve as school “gatekeeper” for all student records with a sign-in/sign-out sheet for staff; comply with records requests within 48 hours. Mails home pertinent letters to parents and students as required by Principal and Superintendent (e.g., enrollment confirmations, notifications, letters related to programs and attendance). By November 1st, ensure immunization records and vision/hearing screenings meet state requirements for respective grades. Domain B - Time Management:
Generate enrollment, student-in-seat, and lunch reports; provide regular enrollment updates to the Superintendent and Principal; ensure forms are received within 2 weeks of a student start date; answer and manage school phone calls and voicemail; return enrollment inquiries within 24 hours; timely record requests; manage enrollment/ withdrawal forms with EMIS Coordination; ensure free and reduced lunch questionnaires are submitted as required; contact families about absences and tardies; maintain office hours per contract. Domain C - Professionalism:
Maintain confidentiality; keep a clean and welcoming office; follow dress code; do not engage in inappropriate staff/student interactions related to sensitive documentation. Domain D - Dependability:
Assist with preparations for parent and board meetings; manage office supplies within budget; ensure building safety and visitor sign-in; follow policies in the staff and student handbooks. Domain E - Communications and Relationships:
Send truancy notices; promptly report medical/IEP/504 updates to the Principal and Intervention Specialists; provide enrollment updates; ensure accuracy of IT Return (ITR) records; communicate student records for students with disabilities; direct inquiries from news media to the Superintendent; use de-escalation strategies with stakeholders; document and escalate complaints as required; maintain positive relationships with all school stakeholders. Qualifications
Minimum of high school diploma or equivalent. At least
two
(2) years of experience in business management or a similar field preferred. Bilingual in Spanish/English preferred but not required. Satisfactory completion of federal and state required criminal history checks. Knowledge, Skills, Abilities and Personal Characteristics
Knowledge of Microsoft Office Suite (Word, Excel, OneNote, PowerPoint) and familiarity with Google Workspace and other Performance Academies School Systems software. Good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors. Courteous and pleasant personality; strong organizational skills for multitasking and prioritizing. Ability to maintain confidentiality and integrity; work as part of a team; strong English usage and writing skills; ability to write business letters and reports; professional office telephone techniques; basic math in an office context; basic first aid and CPR knowledge; understanding of leadership, office organization, management, public relations, and training. Working Conditions
Ability to travel when requested. Dexterity to operate computer equipment and related technology. On-Call availability. Physical Requirements
Regularly sit, use hands and fingers, talk and hear. Frequently walk, reach, climb or balance, and stoop or kneel; may crouch or crawl. Occasionally stand; may lift and/or move up to 25 pounds; vision requirements include close, distance, color, peripheral, 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. Management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
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