Office Manager

Job Title:

Office Manager

Reports To:

School Principal

Classification:
Full-Time, Non-Exempt

Job Goal

The Office Manager serves as the face of the academy, managing the day-to-day operations of the front office and providing high-level administrative support to school leadership, faculty, and families. This role combines exceptional customer service with vital administrative and light bookkeeping duties to ensure a safe, organized, and welcoming school environment.

Performance Responsibilities

1. Front Office Management & Customer Service

* Serve as the primary point of contact for the school; greet visitors, answer phone calls, route inquiries, and take accurate messages.

* Maintain a secure, welcoming, and professional front office environment.

* Manage the visitor sign-in/sign-out logs and enforce school security protocols for campus guests.

* Assist with student check-ins, tardies, and early dismissals, ensuring proper parent/guardian identification is verified.

2. Administrative & Secretarial Support

* Provide comprehensive secretarial support to the school leadership team, including drafting correspondence, memos, and newsletters.

* Maintain organized digital and physical filing systems for student records, office documents, and school forms.

* Manage incoming and outgoing mail, deliveries, and distribution of school materials.

* Coordinate office supply inventory; place orders and restock materials as needed to ensure smooth daily operations.

* Assist in organizing school events, parent-teacher conferences, and staff meetings.

3. Light Bookkeeping & Financial Duties

* Collect, count, and accurately receipt all incoming school funds (e.g., student fees, Before/After Care payments, field trip funds, and uniform sales).

* Maintain an organized, transparent ledger of daily cash and check receipts.

* Prepare and turn in financial deposits and associated documentation to the school finance officer or network accounting department in a timely manner.

* Follow strict internal financial control procedures and board policies regarding the handling of secure funds.

* Assist families with billing inquiries regarding school fees or childcare program balances.

All other duties as assigned.

Qualifications & Skills

* Education:

High School Diploma or equivalent required (Associate's degree in Business Administration, Accounting, or a related field preferred).

* Experience:

2+ years of experience in an office administrative role, preferably within an educational or non-profit setting.

* Financial Literacy:
Basic bookkeeping or cash-handling experience with a proven track record of accuracy and integrity.

* Technology

Skills:

Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace.

Experience with school information systems (SIS) or accounting software is a plus.

* Interpersonal

Skills:

Outstanding verbal and written communication skills. Ability to maintain a calm, professional demeanor in a fast-paced environment.

* Confidentiality:
Strict adherence to FERPA guidelines and the ability to handle sensitive student, family, and financial information with utmost discretion.

Physical Requirements

* Must be able to sit or stand for extended periods at a front desk.

* Occasional lifting of office supplies or school materials up to 25 lbs.