Front Office Manager
Company: Davidson Charter Academy: CFA
Location: Lexington
Posted on: June 12, 2021
Job Description:
Davidson Charter Academy in Lexington, NC is seeking
candidates for full-time Front Office Manager starting this School
Year!
The Office Manager is an indispensable component of Davidson
Charter Academy. The Office Manager plays a central role in
ensuring an orderly, responsive, and open school. In addition to
maintaining the schools administrative systems and routines, the
Office Manager functions as the primary contact person for all the
schools constituents. In this role, the Office Manager must be able
to communicate effectively with students, teachers, families, and
visitors.
The Office Managers duties include, but are not limited
to:
Reception
- Welcome, greet, and document all guests (ensuring that students
only leave with authorized parents/guardians, monitoring and
controlling access to the school, etc.)
- Manage visitor sign-in/sign-out system and procedures
- Manage student tardy and early checkout logs and submit to the
student data coordinator
- Manage phones and school communications (answering calls,
redirecting calls, taking messages, placing calls, creating school
announcements, etc.)
- Direct all inquiries, either in person or by phone, to the
appropriate staff member
- Maintain positive, cooperative, and mutually supportive
relationships with the administration, instructional staff,
students, parents, and representatives of resource agencies within
the community
- Follow appropriate protocols to ensure the safety and security
of the school
Administrative
- Manage Office email
- Manage faxes
- Create and maintain office spreadsheets when necessary
- Manage, maintain, and follow up on filed custody orders
- Organize and file correspondence
- Copy and distribute school wide memos
- Help to plan and manage logistics for school events and
activities (making photocopies, setting up for special events,
making phone calls to confirm attendance, etc.)
- Maintain school calendar of events
- Oversee office support from the Office Assistant
- Assist in managing school website
- Assist families with the purchasing of uniforms and any other
uniform issues
- Assist families in completing the free lunch application and
keep track of those students
- Oversee school lunch program and produce lunch invoices when
necessary
Health
- Conduct temperature screenings for staff and/or visitor arrival
and maintain logs
- Provide basic first aid medical care to ill or injured
students.
- Contact parents and make arrangements for transportation home
as necessary
- Serve as backup for the school nurse to distribute medication
as authorized and maintain necessary logs/records
Supply Inventory & Maintenance
- Maintain office equipment and furnishings
- Oversee all copy machines by replenishing ink toner cartridges
and paper, resolving jams, and providing training for staff on
use
- Place orders for copier ink toner replacement cartridges and
maintenance as needed
- Provide monthly copier counts by email to vendor
- Maintain office supplies and control disbursement to staff, as
needed
- Maintain documentation on technology devices loaned to
students
- Manage facility maintenance issues, and address classroom
furniture, restroom, and facilities issues with the facilities
manager and/or business manager
- Oversee substitute teacher assets signed out for working with
students
Supervisory Responsibilities
- Oversee and supervise Front Office Assistant
- Delegate duties and responsibilities to Front Office Assistant
when necessary
- Oversee Front Office Assistants attendance and/or absences
Staff Attendance
- Maintain staff time off requests, and ensure that staff
time-off counts are up-to-date
- Oversee school wide substitute system
- Ensure that staff time off documentation matches to substitute
time sheets
- Oversee time sheets for substitutes and hourly employees;
submit reconciled time sheets to Director of Business Operations by
the deadline each month
- Manage staff school closing/delay notification
Recruitment and Admissions
- Assist the administration with the enrollment and registration
process
- Manage school's wait list
- Follow up with all admission applications submitted to the
school and file appropriately
- Follow up with necessary phone calls and emails to parents
regarding enrollment information
- Ensure that all supplemental documents for enrollment
applications are submitted
- Assist with maintenance of accurate, complete files for each
student and with coordination of enrollment procedures
- Attend lottery process
- Assist with in-person and remote learning student requests
Transportation
- Manage schools transportation rosters and communicate any
changes to homeroom teachers
- Communicate any transportation changes, delays, etc. to parents
of riders
Coverage
- Assist with non-instructional supervision of students, as
needed, such as hallway monitoring, substitute teaching, lunch
duty, or supervision of extracurricular activities
- Assist in moving students to proper locations during fire
drills, and sports or arts programs
- Ensure the safety of students under one's supervision
Other
- Maintain Fire Drill logs
- Troubleshoot administrative issues for teachers and staff
- Embody the mission, vision, and core beliefs of Davidson
Charter Academy
- Assist with other operations and academic projects, as
needed
- Attend in-service professional development and staff
meetings
- Teach and enforce the school-wide, clearly defined systems,
structures, and rules (including before and after school and during
transition times
- Maintain a robust personal organization system that ensures all
tasks or To Do items are captured, prioritized, and ultimately
accomplished; plan each day and week to ensure that top priorities
are addressed and accomplished on time
- Ensure office coverage Monday through Friday from 7:15 a.m.
4:00 p.m.
- Complete administrative tasks in a timely manner to support the
school community
- Perform other duties, as assigned
Skills & Qualifications
- Associates or bachelors degree preferred
- Preference will be given to applicants with previous experience
working in a school environment and/or three years or more
experience in an office environment with similar tasks
- Communicates well with others and demonstrates strong
interpersonal skills with students, parents, colleagues, and
community members
- Patience, along with a strong and cordial orientation toward
all staff, students and community members
- Ability to establish and maintain a professional/effective
working relationship with staff, administrators, parents, students,
and other community members
- Excellent work attitude and ability to take
ownership/responsibility for project completion; as well as ability
to provide initiative in reaching organizational goals
- Ability to plan, prioritize, and organize work of self and
others, especially for on-going tasks
- Maintain confidentiality regarding student and staff
information
- Complete work independently, and manage interruptions
- Communicate in a professional manner both verbally and in
written form
HOURS: Full-time 7:15 A.M. 3:45 P.M.
SALARY: Based on Public School Employee Salary Schedule
BENEFITS: Health Care Plan, Paid Personal/Sick Days, and
Retirement Plan
Start Date: ASAP
All employees at DCA are on one-year contracts. Contract renewal
is contingent upon successful performance, completion of duties and
expectations, as well as funding.
Keywords: Davidson Charter Academy: CFA, Winston-Salem , Front Office Manager, Other , Lexington, North Carolina
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