Office Manager

Office Manager

Hours During School Year:

Mondays through Wednesdays: 7:45 a.m. to 4:15 p.m.

Thursdays and Fridays: 7:45 a.m. to 3:15 p.m.

1 hour lunch break each day

Position Type: Exempt

Compensation: $3,781 per month

Full-time (35 hours/week during school year; 20 hours/week during summer break)

Facilities Management

• Oversee facility operations and maintenance.
• Manage vendor and landlord relationships and ensure a secure and well-maintained environment.
• Make determinations of inclement weather closures and delays per policy and communicate to staff and community.

Office Administration

• Serves as the main point of contact for the office, handling incoming and outgoing correspondence, including calls, emails, and mail.
• Manage late pick-up paperwork
• Supervise students waiting for late pick-up
• Assist with transitions as necessary for all programs.
• Provide support to all programs as necessary.

Software Systems and Office Equipment

• Set up and maintain employee IT accounts, emails, calendars, invitations, and group lists.
• Identify office equipment and technology needs, order office and general school supplies, and record transactions (including receipts and amounts).
• Serve as a point of contact to troubleshoot issues regarding the internet, printer, computer programs, etc.
• Maintain and update necessary software licenses

Student Support-Registrar Duties

• Attendance tracking: Manage the daily student attendance process, including tracking absences, contacting parents for unexcused absences, and generating attendance reports.
• Data entry: Enter and update student information into the school's student information system (SIS).
• Record maintenance: Create and maintain student records and files, ensuring all physical and electronic data is accurate, secure, and up-to-date.
• Support in finalizing and issuing end of year class checklists, grades, notices, school communications to parents etc.
• Troubleshoot student information system (currently SchoolCues).

Student Support-Safety and Security

• Coordinate school building access, including overseeing electronic building entry systems, adjusting open- and non-open times and days, and adding or removing electronic access for employees.
• Provide new employees with necessary access to building, including key card and physical keys.
• Follow up with departing employees to retrieve keys, key cards, computers, and any other school provided device or possession.
• Distribute, monitor, and track keys and key cards.
• Coordinate and monitor security at school buildings (including identifying people on site through visitor policy, ensuring child supervision, assisting with locating children, ensuring procedures are followed, and ensuring security equipment is functioning).
• Conduct, monitor and record monthly fire drills, bi-annual shelter-in-place, and tornado drills
• Coordinate and attend to parking-related issues at school buildings.
• Support and ensure safety of daily drop-off/pick-up procedures.
• Pick up children whose parents are late to the park and bring them back to the school (in case of emergency).

Regulatory Compliance & Licensing

• Serve as the center's primary contact for all DOE licensing and regulatory matters, including inspections and correspondence.
• Coordinate with VA Department of Education (DOE) and Centers for Disease Control and Prevention (CDC) and other state and local agencies regarding compliance with licensing and permitting requirements. For DOE:
• Verification: Verify that staff and faculty have met all educational and program-related requirements.
• Application: Assist staff and faculty in completing and submitting the necessary application forms to the DOE.
• Forms: Provide the DOE with required paperwork.
• Support: Support the faculty and staff through the licensure process, which includes helping them complete any remaining requirements.
• Ensure PCWS faculty are trained in/follow all licensing requirements and are ready for inspections.
• Participate and manage ad hoc inspections.
• Ensure the physical facility meets all health, safety, and sanitation requirements and is ready for announced and unannounced inspections.
• Maintain accurate and organized records for all children and staff, including enrollment forms, health appraisals, and staff qualifications, in accordance with licensing regulations.
• Manage and track staff certifications (CPR, First Aid, etc.) and ensure all training hours required for licensing are completed and recorded.
• Ensure all necessary staff background checks, including fingerprinting, are completed and documented before employment begins, and renewed as required by state law.
• Contribute updated information to the center's policies and procedures manual to reflect all current licensing requirements and communicate changes to staff and parents.
• Build and maintain positive relationships with regulatory agencies, parents, and community partners.
• Maintain updated files for Board directors with required documents.
• Ensure all necessary background checks and reference letters are completed and documented in files for Board officers.

Human Resources Coordination

• Conduct administrative orientations for new hires
• Coordinate onboarding for new staff
• Manage the process of obtaining written consent from candidates for background checks, as required by the Fair Credit Reporting Act (FCRA) and other applicable laws.
• Submit all fingerprints and background check information to the appropriate state and federal agencies, such as the FBI, to ensure criminal history record checks are completed.
• Coordinate with third-party background screening vendors, if necessary, and ensure they comply with all legal and company requirements.
• File staff paperwork and ensure staff files are complete and current.

First Aid/MAT/CPR Certifications

• Maintain current certification for CPR/First Aid and Medication Administration.
• Manage and track required certifications for staff, substitutes, and Board members, including staff annual pediatric and adult First Aid/CPR/AED/MAT training and certifications.
• Ensure compliance with requirements for administering medication during school hours follows requirements with best practices for minimizing disease and injury.
• Maintain office and staff first-aid, AED, and emergency supplies.
• File accident and incident reports and ensure completeness.
• Complete annual review of incident and accident reports and documents for DOE licensing requirements.
• Administer first aid, CPR, and medicine to students as needed.