Office Manager
1 month ago
________________________________________________________________
Office Manager
Year-Round, Salaried, Exempt
Grow Academy Shafter
Reports to: Principal, Grow Academy
Organization Background
Grow Public Schools, founded by the Grimm Family Education Foundation (GFEF) in 2011, is an independent charter public school network with TK-8 schools currently located in Arvin and Shafter, California.
At Grow Public Schools, we believe educational excellence is achieved when health and wellness is at the center of a child’s learning environment. To achieve this, students learn through diversified personalized instructional methods and platforms - digital, hands-on, project, inquiry and direct learning pedagogies. As a result, students achieve academically, emotionally and physically, maximizing their individual potential to be prepared for the rigors of college, career and life.
Grow Public Schools seeks to be the leader among K-8 educational institutions in California, particularly in Kern County and the Central Valley. Through a process of continuous learning, evolution, and growth, we offer an innovative school model to families, especially the historically underrepresented and economically disadvantaged. We strive to provide a model of excellence and innovation rich with rigorous expectations, instilling a growth mindset in our scholars that will result in college readiness and lifelong success.
Position Summary
The Office Manager is responsible for managing the daily administrative operations of the school, in support of the goals, policies and procedures developed by the school’s Principal. The Office Manager works closely with the Home Office and Principal to set high professional and operational standards. They personify the Grow Public Schools vision, mission, and core values.
Duties and Responsibilities:
- In collaboration with the Principal or designee, manages the campus front office operations, including supervision of the Attendance Clerk, Office Clerk, and School Nurse, serving as primary customer service contact for parents and visitors, answering phones, managing office supplies and all other essential office duties
- Maintains substitute employee list and ensures coverage for all staff absences
- Maintains strict confidentiality when dealing with student records and personnel matters
- Maintains high standards of professionalism in appearance, communication, and in relationships with internal and external stakeholders
- Acts as the primary contact regarding student records for all legally entitled agencies; requests for student information and student records, collection of student applications, and management of enrollment paperwork
- Maintains and secures student cumulative files per the current KCSOS, state or federal guidelines
- Prints and distributes student grade reports to families
- In collaboration with the school leadership and the Family and Community Engagement Liaison, organizes community outreach and holds enrollment information sessions for families
- In collaboration with the CMO Home Office team, serves as the primary point of contact for a variety of network-wide functions, including employee onboarding, recruitment events, interviews, all-staff professional development, communication, etc.
- In collaboration with school leadership, oversees the student open enrollment process, aligned to the school’s charter, policies and procedures, and supports the successful facilitation of the lottery process for new student enrollment
- Provides support to school leadership in establishing systems around communication to all stakeholders, school-site safety plans and emergency drills, student drop-off and pick-up, etc.
- Prepares and distributes correspondence, reports, bulletins and memorandums in relation to assigned projects, and translates documents as required
- In collaboration with the school leadership, develops and communicates the school calendar to all stakeholders
- In collaboration with site leadership and CMO HR team, facilitates relevant site specific training, including staff schedules, and HR compliance
- Prepares and distributes rosters, parent letters, correspondence, reports, bulletins and memorandums in relation to assigned projects
- Collaborate with managers and Human Resources to develop and enforce work expectations, policies, and procedures
- In collaboration with the CMO Payroll Clerk, collects and processes site specific payroll data within the specific payroll deadlines and is responsible for the accurate distribution of paychecks to employees
- Acts as the primary liaison between the CMO Home Office and IT service provider
- Participates in all relevant trainings and professional growth opportunities as directed by the principal
- Available for school and/or network-wide events that occur outside of normal school hours - including, but not limited to Mutual Promise Night, parent-teacher conferences (APTT)/meetings, teacher/staff recruitment events, student recruitment events, 8th grade Promotion, Back to School Night, relevant trainings, etc. Other relevant duties as assigned.
- Along with site leadership and the Family and Community Engagement Liaison, networks within the community and stays connected with community leaders and parents.
- Maintains and updates records and data for required reports
- Processes mail and deliveries for the school site
- Issues and monitors keys, key fobs, and staff issued technology
- Work with the Attendance Clerk on Independent Study and income verification forms collection, and other projects as necessary.
- Work with the Accounting Clerk to Order, receive, properly secure, and inventory goods according to the purchase order system.
- Oversee events, fundraisers, and conference requests to ensure proper documentation is received and on file for compliance.
- Other related duties as assigned
Required Knowledge and Education:
- Excellent written and verbal communication skills
- Ability to assess performance and develop methods and techniques for improvement
- Proven ability to work collaboratively on projects
- Fluency in Spanish
- Demonstrated ability to manage projects and supervise staff
- 3-5 years administrative experience, preferably in school front office setting
- Proficiency and experience with Microsoft Office, Google Apps, and equivalent student database software
Salary: Grow Academy offers competitive compensation based on background and experience.
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