Office Manager Assistant

Location: College Achieve Public Schools/North Plainfield, NJ
Organization: College Achieve Public Schools
About College Achieve Public Schools

College Achieve Public Schools is a growing network of high-performing public charter schools dedicated to preparing scholars for college and lifelong success. Our mission is to equip every student with the academic foundation and character necessary to thrive in a competitive world. We believe in high expectations, a supportive environment, and providing every employee with the tools necessary to succeed.

The Office Manager Assistant is a 12-month position that provides clerical, secretarial, and administrative support to the Office Manager, Principal, and school leadership team. Under the direction of the Office Manager and Principal, the Office Manager Assistant helps ensure the efficient daily operation of the schools main office while delivering exceptional customer service to students, families, staff, and visitors.

This position serves as the first point of contact for many school stakeholders and assists with student records, attendance, communications, office operations, purchasing, and other administrative functions. The Office Manager Assistant serves as backup to the Office Manager during absences and assists in maintaining compliance with school, district, state, and network procedures.

• Provide administrative support to the Office Manager, Principal, and school leadership team.
• Welcome and assist students, parents, staff, vendors, and visitors in a professional and courteous manner.
• Answer and direct telephone calls, emails, and general office inquiries.
• Maintain the reception area and front office to ensure a welcoming and professional environment.
• Assist with daily office operations and administrative tasks as assigned.

• Assist with student registration, enrollment, withdrawals, transfers, and records management.
• Maintain accurate student files in accordance with school policies and confidentiality requirements.
• Enter and update student information in Power School and other school information systems.
• Assist with attendance documentation and communication regarding attendance concerns.

• Prepare correspondence, notices, reports, newsletters, memoranda, and other documents.
• Assist in maintaining calendars for the Office Manager and school administration.
• Schedule appointments and meetings with staff, parents, and community partners.
• Prepare meeting materials and assist with meeting logistics.

• Assist in coordinating school events, field trips, parent conferences, orientations, testing activities, and other school functions.
• Support the ordering, receiving, inventory, and distribution of office and instructional supplies.
• Prepare purchase requisitions and maintain purchasing documentation.
• Distribute incoming mail and coordinate outgoing correspondence.

• Respond to inquiries from students, parents, employees, and community members.
• Resolve routine issues independently and elevate more complex matters to the Office Manager or school administration.
• Maintain positive relationships with families and provide excellent customer service.

• Maintain confidential student and personnel information.
• Ensure records and documentation comply with school, state, and federal requirements.
• Maintain organized filing systems and administrative records.

• Support substitute teacher check-in and onboarding procedures.
• Assist with emergency preparedness documentation and communication.
• Provide operational support during school-wide events.
• Perform other duties as assigned by the Principal or Office Manager.

Note: The above description is illustrative of tasks and responsibilities and is not intended to be all-inclusive.

• Personal computer
• Multi-function copier/scanner
• Telephone system
• Office productivity software
• Student information systems (Power School)

Limited travel to meetings and professional development sessions may be required.

• Excellent customer service and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to work collaboratively with diverse stakeholders.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Ability to learn and utilize student information and business management systems.
• Experience with Power School preferred.
• Strong attention to detail and accuracy.

• Works in a standard office and school environment.
• Frequent standing, walking, sitting, and use of office equipment.
• May assist with school events conducted indoors and outdoors.

See the Summary of Physical, Sensory, and Environmental…