Office Manager

The Office Manager is a forward facing role that actively seeks to create positive relationships with staff and families. The Office Manager is essential to the smooth operation of a school building in ensuring that key staff members have the tools needed to succeed each day.

Salary: $50,000-$55,000

Hours: 7:45am - 4:15pm (Full-Time, Monday-Friday)

Type: On-site - 12-month

Location: To Be Determined

OUR SCHOOL

Empowerment Academy is a dynamic and successful charter school that truly supports its teachers and staff. Empowerment has three of its own campuses, and BelovED is our “sister school.” We serve a mix of students that are among the most diverse in America while enjoying the cultural vibrance of Jersey City, Hoboken and New York City. Our staff is a dedicated group of individuals passionate about closing the achievement gap and providing a quality educational program. 

RESPONSIBILITIES

Manage Front Office

• Ensure that front office is kept in orderly condition
• Common forms for staff and families are readily available
• Filing is completed in an organized and timely manner
• Answer inbound phone calls, check voicemail, and faxes
• Maintain archives of files from various departments
• Update front office bulletin boards and monitors to provide a warm and welcoming environment
• Ensure that confidential files are shredded and drawers are locked with sensitive information
• Stay up-to-date on the staff and student newsletters/calendars information to support families 
• Track all incoming student payments for various activities and support parents with payment procedures

Administrative Support

• Provide support to the School Registrar with enrolling new students, assisting families with registration, issuing transfer cards, filing report cards and student documents
• Provide support to the Instructional Leadership by sending out school wide communications electronically and by mail to both staff and families
• Support with large administrative printing jobs
• Data entry for various projects
• Keep website updated as requested
• Support with student and staff onboarding and offboarding as requested by the Principal and Head Office Manager

Supply Ordering & Inventory Management

• Maintain inventory of toner cartridges for printer and copiers
• Maintain a supply closet of standard office supplies for leaders and teachers
• Ensure that the school maintains a paper supply at all times
• Copiers are filled daily
• Track all incoming deliveries and packages, matching up packing slips with purchase orders in accordance with protocols from the Business Administrator
• Place building supply orders for all staff, creating a common list items, and vendors with the lowest price. 

Food Services Support 

• Make weekly contact with parents regarding excessive lunch balances
• Explain to parents how to set up an online account to pay for student meals
• Under the supervision of the Head Office Manager support with the processing and tracking of student meal applications.
• Support with the maintenance of the Master Eligibility List
• Support with summer meals distribution and tracking, including SafeServ training
• Serve a liaison with Buildings Food Service Vendor

Attendance

• Support with student attendance tracking and updating as requested by the Dean of Students and Principal
• Track staff attendance, PTO, Sick Days, etc. 
• Support with staff and student ID distribution as requested. Oversee students swiping in each day.

Special Events

• Manage building events calendar, tracking the request and usage for reserved spaces
• Coordinate procurement of light refreshment, supplies and services with event planner
• Attend a minimum of 3 after school events and/or weekend events planned to promote the schools educational program

Student File Management

• Keep Student Information System up-to-date with parent contact information and transportation information
• Handle all building report card and transcript requests
• Master reporting functions in Student Information System to provide on demand reports to school leaders
• Work with other departments to keep Information System up-to-date 

Additional Information

Additional responsibilities will be as assigned by the Director of Operations or Head Office Manager.

Required Qualifications / Skills:

• High School Diploma or equivalent
• Strong verbal and written communication skills (in person, via phone and via email)
• The ability to learn and master new web applications and programs
• The able to work independently under pressure and with strict deadlines
• Detail Oriented

The following are a plus:

Experience with the following Systems: 

• Google Docs & Mail Merging 
• Microsoft Excel 
• Processing student meal applications

Experience in a school setting

Basic graphic design / Branding skills

Experience keeping student attendance records

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development

As an equal opportunity employer, Empowerment Academy hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, or disability.