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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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