OFFICE MANAGER at Whitehall Preparatory and Fitness Academy

Job Description

Job Description

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

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 Health’s 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.

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.

Assist Principal with preparations for all parent informational meetings, Board meetings hosted at the school, Principal meetings hosted at the school, other meetings.

Send home regular parent truancy notices for chronically and habitually truant students.

District.

Qualifications

Knowledge, Skills, Abilities and Personal Characteristics

Working Conditions

Physical Requirements

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.

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