School Office Manager, Saint Simon School

Job Description Summary

Saint Simon Parish School is seeking an Office Manager for the  school year. Saint Simon Parish School is located in Los Altos, California, serving over 500 students in preschool through eighth grade. The school was established in 1961 and remains a leader in innovative Catholic elementary education in Silicon Valley. We were named a 2021 National Blue Ribbon School in the Exemplary High Performing category.

We strive to build a welcoming community, grounded in academic excellence, where students are guided by Catholic values, encouraged to discover and develop their talents, and inspired to lead lives of service.

Under the general supervision of the Principal, the School Office Manager is responsible for managing the day-to-day operations of the school office and promoting positive public relations for the school. S/He provides integral administrative support to the overall functioning of a school and provides information, recommendations, and/or direction as may be requested by the Principal and various team members. Their duties are integrated into every aspect of the daily operations of the school, supporting students, parents, teachers, and the admin team.

It’s more than a job. Be part of a team that spreads the
light and love of Jesus Christ throughout the Diocese!

• Manage School Office operations, by:
• Developing school administrative systems and managing the school main office and its associated systems including, but not limited to:
  Attendance
• Maintain student attendance records; alert Principal to student attendance problems; may contact parents to verify absence of students.
• Maintain staff absence records.
• Filing and record-keeping
• Maintain records and files for staff and student information.

• Typing and distributing staff bulletin, school newsletter, school calendar, etc.
• Managing the school Website and/or social media.
• Screening calls for the principal, staff, students, and others working in the building.
• Receiving and distributing mail.

• Coordinating activities of parent volunteers; providing training; assigning and reviewing tasks.
• Maintaining current listings of volunteers.
• Coordinating with Parent Teacher Association on a variety of activities such events and fundraisers.
• Coordinating with the parish and chancery support personnel.
• Working with emergency responders.
• Participate in cash management protocol to support accounting segregation of duties
• Manage office equipment and supplies including but not limited to coordinating with service vendors.

• Greeting, assisting, and following up with visitors, parents, students, and staff.
• Answering and responding to telephone, email, and in-person inquiries from students, staff, parents. and the public.
• Coordinating with vendors and community organizations.

• Compiling data for enrollment and other reports.
• Registering incoming students and processing enrollment materials.
• Completing data input on computer.
• Coordinating services and information with sending/receiving schools cumulative files
• Completing procedures for students withdrawing from the school.
• Support and assist the Principal and teachers.
• Maintain confidentiality over student and institutional information.

• Act as a role model of professionalism in a Catholic environment.
• Support the philosophy, policies, and goals of the school, as well as the decisions made by the Principal and Administrators.
• Ensure the health, safety, and welfare of all students.
• Adhere to all policies and procedures as outlined in the parent/student handbook and employee handbook.
• Work as part of a team
• Attend faculty, administrative, and all other meetings as needed.

• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.

• Ensure adherence to proper cash management processes.