Office Manager- Hybrid Remote, Antelope Valley 24-25 School Year - Lancaster, United States - iLEAD California Charters

Description

Job Description

JOB TITLE: Office Manager

REPORTS TO: School Director and/or Designee

CLASSIFICATION: Classified/ Non-exempt

WHO WE ARE (ORGANIZATION OVERVIEW)

We employ a diverse, empathetic, and passionate team who value collaboration, integrity and the desire to be a servant leader. We are committed to excellence and work tirelessly to improve learner outcomes, by empowering learners through Project-Based Learning, Individualized Learning and Social-Emotional Learning. We are committed to being self-directed, participating in ongoing personal and professional development, problem solving, and embracing a growth mindset. With our unwavering commitment to excellence, we are confident that our team will thrive and succeed in all areas of their lives.

THE OPPORTUNITY (POSITION OVERVIEW)

Reporting to the School Director, the Office Manager oversees the day-to-day office operations and activities, provides administrative support, and is responsible for supervising and coordinating a range of activities to ensure organizational effectiveness and efficiency. The Office Manager is also responsible for the handling and maintenance of student records and files, processing enrollment and performing all functions necessary to maintain an efficient and organized office.

WHAT YOU WILL DO (DUTIES AND RESPONSIBILITIES)

• Manage office personnel including hiring Substitute Facilitators, delegating duties to Office Assistant and Receptionist, and managing absence requests.
• Act as a liaison between school, support providers, departments, and other community outreach supporters.
• Offer guidance and direction to other school personnel as needed.
• Establish, maintain, and store confidential files, which may include Emergency Contact Information, personnel, and payroll records.
• Handle emergencies concerning staff and/or learners and make recommendations as appropriate.
• Compose a variety of documents (e.g., correspondence, newsletters, bulletins, reports) to communicate information, policies or guidelines.
• Maintain and handle a wide variety of manual and electronic documents. File and record (e.g., accumulative records for learners, master calendar, budget data, employee records, financial records, reports) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintain a safe, secure and healthy office environment by ensuring office maintenance and repairs are completed.
• Oversee day-to-day office workload at assigned school location for the purpose of ensuring the completion of activities in an accurate and timely manner.
• Process documents and materials (e.g., timesheets, invoices, fundraisers, deposits, work orders, requisitions, travel reimbursements, budget transfers) for the purpose of disseminating information in compliance with program, authorizer, state and/or federal requirements.
• Track inventory of office supplies and ensure supplies and materials are stocked and available.
• Respond to inquiries from a variety of internal and external parties (e.g., staff, parents, learners, public agencies) for the purpose of providing information or direction and/or facilitating communication among parties.
• Participate in a variety of meetings, workshops, and/or training for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Manage enrollment and student registration.
• Create/generate/change student class schedules, maintain files and generate reports.
• Maintain student files and records including up to date student transcripts.
• Prepare a variety of documents and reports including transfers, transcripts for college, grading, and correspondence, student data information, State required reports.
• Keep building administration informed of student attendance concerns.
• Complete and submit all State required reports.
• Manage student information systems.
• Record preparation for college applications if applicable.
• As required by the Supervisor you may customarily and regularly use discretion and independent judgment in performing the job.

OTHER RESPONSIBILITIES

• Be self-directed by taking initiative and responsibility for your work.
• Work in a collaborative, team based and innovative environment.
• Commit to Excellence by seeking ways to improve and exceed expectations or Commit to excellence by seeking to raise the bar for self and team.
• Prioritize the growth and needs of the team, lead by example, and foster a supportive work environment.
• High level of personal and professional integrity and trustworthiness.
• Approach problems and challenges with a human-centered creative mindset, seeks to understand, develops multiple solutions to find the best answer.
• Helps create a positive culture by being committed to diversity, equity, and inclusion promoting ethical behavior and social responsibility within the workplace.
• Be authentic, own your strengths and weaknesses, ask for help when needed, be honest and transparent in your communications, working towards common goals that are meaningful to you and the team.
• Represent iLEAD and the school in which work in a positive and professional manner in all interactions and communications.
• Pursue continuous improvement and maintain professional competence through seeking out opportunities to develop new knowledge skills and perspectives. This includes participation in professional development activities offered and self-selected professional growth activities
• Perform other responsibilities as defined by the designated supervisor.

ESSENTIAL FUNCTIONS

• Communicating with others to exchange information. (In Person/Telephone/Computer)
• Sedentary work that primarily involves sitting/standing.
• Adjusting or moving objects up to 50 pounds in all directions.
• When needed to support a school or education program, must have the ability to travel by public transit as well as operate a vehicle for self-transportation purposes between worksites.
• Assessing the accuracy, neatness and thoroughness of the work assigned.
• May encounter outdoor elements: high (>90)/low (<60) temperatures, precipitation and/or wind.
• Ability to work in situations involving the need to make informed and quick decisions.
• Ability to supervise/manage workers and delegate as needed in project management situations.
• Reading detailed documentation and analyzing data sets.
• Writing professionally, both by hand and utilizing computer software.
• Speaking in public settings including making public presentations to large and small groups.
• Dealing and navigating professionally through high-stress situations.

*The statements herein are intended to describe the general nature and level of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

WHAT YOU WILL BRING (QUALIFICATIONS)

• High School Diploma or G.E.D. Certificate, college degree in business administration preferred.
• 3-5 years of specific, job related office experience and/or training.
• Knowledge of and experience with the student record database system.
• Demonstrated ability to perform tasks with accuracy and attention to detail.
• Proficiently operate and maintain office equipment.
• Ability to work under pressure with constant interruptions, assess priorities and consistently meet deadlines and schedules.
• Experience with an education setting and/or real world experience in being non-traditional, flexible, open minded, and collaborative.
• Ability to proactively identify issues, problem solve and create action plans.
• Ability to cooperate successfully as a member of a team.
• Maintain a professional demeanor and attitude at all times.
• Demonstrated capability to maintain effective relationships in a team oriented environment.
• Excellent communication and interpersonal skills, both verbal and written.
• Very high level of personal and professional integrity and trustworthiness.
• Thrive in a collaborative, team based and fast-paced environment.
• Maintain confidentiality of learners and their records.
• Establish and maintain friendly, cooperative and effective working relationships with diverse groups of individuals including learners, learners with special needs, parents, facilitators, care team, administration, and the community. Demonstrate standards of moral character and behavior to serve as an effective role model for learners.
• Perform physical activities, which may include frequent standing, walking, bending, and/or lifting.

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iLEAD California is an Equal Opportunity Employer and is committed to fostering diversity within its staff.

iCA promotes equal opportunity for all employees and applicants. In doing so, we comply with local, state, and federal laws and regulations to ensure an equal employment opportunity for everyone. We don't discriminate in employment opportunities or practices on the basis of race, ancestry, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, citizenship, military service obligation, veteran status or any other basis protected by federal, state or local laws. Our policies and personnel practices are intended to ensure that all of us are treated equally with regard to recruiting, hiring, and advancement, and our decisions on employment are made to further the principle of equal employment opportunities for employees.