OFFICE Manager - Columbus Prep & Fitness Academy

Office Manager – School Office Manager

The School Office Manager is the gate‑keeper of the school office, providing a warm and welcoming atmosphere for students, staff, parents and visitors. He or she also completes administrative tasks and supports the school administration.

• Domain A – Core Responsibilities
  • Prepare for and manage all files needed for State and Federal audits, FTE audits, food audits, file reviews and CSADM audits for assigned school(s).
  • Maintain and manage student files including enrollment records, medical records, achievement records, and other appropriate student data as required (proof of residency, immunizations, birth certificate, social security number, proof of custody).
  • Request and obtain a complete student file for all new students that attended a previous school or educational facility.
  • Work in conjunction with the EMIS Coordinator, Administrative Coordinator and Grade Books/Attendance Coordinator regarding audits, attendance, data submission and record keeping.
  • Monitor and submit McKinney‑Vento paperwork for homeless students per the McKinney‑Vento Homelessness Assistance Act.
  • Keep accurate records of food service reimbursements for the Federal Food Service Program and track, maintain, and report Free and Reduced Lunch programs in a timely manner.
  • Coordinate and assist student transportation with local transportation departments.
  • Administer medication only as expressly outlined in the Student Handbook. Keep all medications locked and maintain all medical documentation.
  • Act as the school “gatekeeper” for all student records. OM must maintain a sheet for staff to sign in and sign out all office files. All requests from school districts for student records must be complied with within 48 hours.
  • Mails home all pertinent letters to parents and students as required by the Principal and Superintendent (summer enrollment confirmations, open house notifications, HQT letters, Title I program notifications, “Dragon Grams”, student absences/truancy notifications).
  • By November 1st, Kindergarteners and 7th graders have submitted all appropriate immunization records that meet the State of Ohio Department of Health’s schedule.
  • By November 1st, K‑1 students have received all necessary vision and hearing screenings to meet State requirements.
• Domain B – Time Management
  • Generate enrollment reports weekly, student‑in‑seats reports weekly, lunch reports monthly; provide regular enrollment updates as needed to the Superintendent and Principal.
  • Ensure that all pertinent forms are received in the office within 2 weeks of student start date.
  • Answer school phones in a timely and professional manner and keep the voicemail accurate and current.
  • Return all parent inquiries for enrollment applications within 24 hours; mail out all parent requests within 24 hours.
  • Request and submit records in a timely manner.
  • Turn in enrollment and withdrawal forms in a timely manner to the EMIS Coordinator.
  • Ensure parents have completed and submitted accurate, timely free and reduced lunch questionnaires; submit them to the EMIS Coordinator and Business Office as requested.
  • Call families of absent children by 10:00 a.m. each day to confirm/report absences and follow up with appropriate agencies for chronic truants.
  • Issue tardy notices to ALL students who arrive after the district set time.
  • Keep office hours per employment contract.
• Domain C – Professionalism
  • Refrain from gossip or sharing sensitive personal information with staff, parents, or students.
  • Maintain a clean, uncluttered work area and provide an attractive entry area for parents and visitors at all times.
  • Follow the school dress code at all times.
  • Do not engage in student discipline, solicit students for errands, or allow students to run errands without express permission from the Principal.
• Domain D – Dependability
  • Assist the Principal with preparations for parent informational meetings, Board meetings, Principal meetings and other meetings.
  • Maintain and order approved office supplies within allocated budgets.
  • Ensure safety and security of the building by requiring that all visitors sign in and check in at the office before proceeding; ensure that…