Office Manager School

Job Summary

• Position: Office Manager
• Reports to: Principal
• Classification: YRS (12 months), Full Time, Exempt
• Salary Range: $64,480-$86,825
• Location: ACE Esperanza Middle School

We are seeking a highly personable and organized Office Manager to become a part of our team. The Office Manager (OM) leads people and initiatives related to the onsite operations for their school site, executes critical priorities, and creates and refines systems to facilitate efficiency and share best practices across ACEs campuses. The OM oversees the support and daily supervision of critical operations functions including front office support, facilities, food service and transportation, and works with the CMOs Operations Team to execute ACEs vision and strategy for school-based operations, ensuring high?quality operational systems to support teaching and learning.

Responsibilities

• School Site Operations Management
  • Manage scheduling, functions, and workflow for schools operations staff, including Office Assistants, Food Services and Janitorial staff.
  • Maintain a high level of communication around appropriate issues with School Administrators and the Central Office.
  • Lead or partner with the School Administrator on the schools communication to families.
  • Collaborate with other Office Managers and Operations Managers to normalize, problem?solve and maximize efficiency and effectiveness.
  • Ensure that all operations staff provide high?quality customer service to all stakeholders that arrive on campus.
  • Oversee the tracking, organization and availability of school assets including classroom, office supplies, textbooks and technology.
  • Manage day?to?day relationships with key vendors including food service, office supplies, transportation, custodial services and district partners.
  • Collaborate and support school events, including planning and coordinating logistics, establishing staffing plans and ensuring project plans are carried out as necessary.
• Student Information Management
  • Oversee the execution of new student orientations and other welcome events that ensure initial intake of students and collect all data necessary for internal and state reporting.
  • Review all incoming cumulative folders, IEPs, 504s, SSPs and ensure any special needs and circumstances are identified to administration.
  • Ensure that all data in the SIS and New Student Registration System is entered, updated and maintained with the highest level of accuracy including staff and students demographic data, master schedules, attendance and other critical information.
  • In collaboration with the school leadership team and CMO staff, ensure compliance reporting via CALPADS and CBEDS is completed accurately.
  • Submit all mandated reports on time and accurately, including backup documentation for reports.
  • Complete the End of Year and Start of Year process for PowerSchool, and train other staff members in PowerSchool as requested.
  • Coordinate the school transfer process for students who intend to transfer in and out of ACE schools.
  • Manage the new student enrollment process to ensure new families are supported and registration forms are accurate and complete.
  • Manage students' immunization records and ensure they are up to date with State Guidelines.
  • Act as McKinney?Vento and foster youth liaison for the school site, train and oversee the accuracy of data.
• Attendance & Compliance Reporting
  • Oversee the daily attendance process and create systems to ensure efficient monitoring of absences and tardies.
  • Record absences, verify teacher attendance submissions, call families for unexcused absences.
  • Oversee weekly attendance reports and ensure teachers verify and sign reports.
  • Oversee the Independent Study request and accounting process for qualifying students.
  • Oversee the truancy process including Attendance Review Board, run truancy reports, and communicate with parents when necessary.
  • Ensure accurate processing of all state and county attendance reports.
  • Collaborate with the admin team on any compliance reporting that is needed, including CBEDS, CALPADS, District Authorizers, WASC, and other state and federal requirements.
  • Submit accurate attendance reports to our authorizers and state by their deadline.
• Meal Service
  • Work with the Operations Manager to ensure all food services guidelines are being followed based on NSLP requirements.
  • Ensure all free and reduced lunch reporting forms are collected and maintained by the school and district partners.
  • Ensure food service employees complete the appropriate certifications.
  • Ensure the kitchen has all supplies and documentation for food service.
  • Ensure the kitchen is in compliance for food service audits by the County.
  • Review and approve invoices for payment.
  • Serve as a backup when needed.
• Safety and Security
  • First point of contact for external partners regarding reporting, information gathering and sharing with school administrators.
  • Manage implementation of emergency procedures, including regular training, preparation of staff and regular drills.
  • Facilitate safety committee meetings with division leadership and key operations team members.
  • Manage traffic procedures around arrival and dismissal.
  • Manage operational processes pertaining to onboarding and offboarding with human resources, including building access and parking permit procedures.
  • Support student health services when needed; coordinate with staff to ensure students receive appropriate care.
  • Administer first aid and record/report incident information on all minor to major injuries to Admin, HR and the CEO when needed.
• Facilities
  • Collaborate with the school site Principal and Central Office to ensure that facility management and maintenance meet OSHA standards.
  • Work with custodial personnel and third?party contracts for trash removal, recycling, security and cleaning.
  • Partner with the Central Office Operations and Operations Manager to conduct facility condition assessments and create action plans to resolve issues.
  • Manage school maintenance and supply systems.
  • Collaborate with district staff regarding facility maintenance and needs of the campus.

Qualifications & Skills

• Highly effective and professional communication skills with staff, students and families.
• Ability to adapt and align on school?related initiatives.
• Highly organized, goal?oriented, and focused on outcomes.
• Ability to communicate with and build relationships with students and their families in the culturally and linguistically diverse ACE community.
• Ability to uphold and reinforce school policies and procedures when addressing students and families.
• Ability to work collaboratively and independently.
• Ability to work effectively in fast?paced environments with limited supervision.
• Ability to work occasional evenings and weekends.
• Professional orientation appearance, communication, organization, and attitude.

Education & Experience

• Bachelors degree preferred but not required.
• Fluent in speaking and writing in Spanish is required.
• 2?5 years school?based experience working in the front office of a school in San Jose or a community with similar demographics.
• 3?5 years experience supervising non?exempt, hourly employees.
• 2 years people, process, and project management experience.
• Experience working with diverse student populations, including English language learners and students with disabilities.
• Experience working with Microsoft Word, Microsoft Excel, Google Suite, PowerSchool and CALPADS systems.
• Must have a valid drivers license and reliable transportation.

Physical Demands

To perform essential functions for the role, you should be able to:
Talk, hear and communicate with both adults and children in English and Spanish.
Use hands or fingers to handle objects, tools, or controls.
Walk, sit, and reach with hands and arms.
Occasionally lift or move up to 30 pounds and climb ladders.
In terms of vision, have close vision, distance vision, and ability to adjust focus.

ACE Charter Schools

#J-18808-Ljbffr