Office Manager

SUMMARY:

Support staff in their work with students by providing administrative support to the campus and striving to promote dignity in all relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Overall office management including maintenance of student files, creating and managing school forms, copying, and other office duties.
• Meet and greet all visitors at front desk and welcome them to TJS.
• Accept incoming phone calls, check messages frequently, answer questions, and direct calls to the appropriate department.
• Communicate positively and effectively with parents/guardians to provide information as needed between school and home.
• Handle transportation logistics and resolve issues in collaboration with school districts and families to support student attendance and safety.
• Coordinate school-wide cleaning, safety drills, general building maintenance, and vehicle maintenance with support from the Facilities Manager and Directors.
• Check and respond to school email in a timely manner.
• Manage and maintain school calendar of events, including weekly email update to staff.
• Manage and maintain student records database (Infinite Campus) in accordance with Colorado Department of Education regulations.
• Obtain and maintain QMAP (Qualified Medication Administration Personnel) certification to safely administer medications as required.
• Administer and manage student medications in coordination with the school nurse, ensuring proper documentation and compliance with health protocols.
• Track and record daily student illnesses for reporting to the Department of Health, maintaining accurate and timely documentation.
• Assist with the implementation of a practice management system to include student attendance, documentation gathering, infrastructure of the system-build, reporting, and internal procedures (Brightwheel).
• Inform staff and families for inclement weather days.
• Track and purchase all school supplies, including maintenance, food, and classroom supplies.
• Be a positive role model for students and co-workers.
• Contribute to overall school culture, including building morale and developing ongoing team building activities.
• Follow all policies and procedures as outlined in the Employee Handbook and Campus Operation Manuals.
• Participate in compliance with DHS, CDE, Health and school-wide policies by maintaining compliance notebooks with appropriate updates files, and gather any additional needed info or other tasks as identified by Program Directors.
• Ensure accurate and timely submission of incident reports to Program Director.
• Attend all staff meetings, take and distribute notes, and occasionally present school-wide
• updates/announcements.
• Perform other duties as assigned by Directors.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• A commitment to working in an environment that serves young people with developmental disabilities.
• Mature, responsible and reliable.
• A high school diploma OR equivalency.
• Two years’ work experience – experience in a school setting preferred.
• Excellent organizational skills, phone skills, interpersonal skills and detail oriented.
• Knowledge and experience with MS Word, Excel and email. Google Docs experience preferred.
• Knowledge of practice management software implementation preferred.
• Minimum age of 21.
• Good driving record and valid Colorado Driver’s License.

Language Ability:

Ability to read, analyze and interpret professional communications. The Office Manager will effectively present information and respond to questions from students, staff, districts, families, and vocational and community partners.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions; Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Certificates and Licenses:

High School Diploma

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Computer/Technical Skills:

To perform this job successfully, an individual should have intermediate to advanced knowledge of Microsoft Office, Suite software, Google Suite software and Excel.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This role operates in a school environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Noise level is moderate to loud.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and/or move up to 40 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and to talk and hear.
• The employee is frequently required to walk and reach with hands and arms.
• The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl.