Office Manager Assistant

Office Manager Assistant

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 school's 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.

Key Responsibilities:

• Office Operations
• 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.
• Student Information & Records
• 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 PowerSchool and other school information systems.
• Assist with attendance documentation and communication regarding attendance concerns.
• Administrative Support
• 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.
• School Operations
• 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.
• Customer Service
• Respond to inquiries from students, parents, employees, and community members.
• Resolve routine issues independently and escalate more complex matters to the Office Manager or school administration.
• Maintain positive relationships with families and provide excellent customer service.
• Compliance & Confidentiality
• Maintain confidential student and personnel information.
• Ensure records and documentation comply with school, state, and federal requirements.
• Maintain organized filing systems and administrative records.
• Additional Responsibilities
• Support substitute teacher check-in and onboarding procedures.
• Assist with emergency preparedness documentation and communication.
• Provide operational support during school-wide events.

Equipment: Personal computer, Multi-function copier/scanner, Telephone system, Office productivity software, Student information systems (PowerSchool)

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

Knowledge, Skills, and Abilities:

• 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 PowerSchool preferred.
• Strong attention to detail and accuracy.

Physical and Mental Demands: 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.

Required Qualifications:

• High school diploma or equivalent required.
• Associate's degree in Business Administration, Office Administration, or a related field preferred.
• Bachelor's degree preferred.
• Minimum of two years of progressively responsible administrative or office support experience, preferably in a school or educational setting.
• Experience with student information systems and office management software preferred.

Compensation & Benefits: 45K-55K Comprehensive benefits package, including: Health, dental, and vision insurance Life insurance NJ State Pension Plan Flexible Spending Account (FSA) Extended Thanksgiving and Winter Breaks Paid professional development opportunities

Performance Evaluation: Performance will be evaluated annually by the Principal in accordance with College Achieve Public Schools' evaluation procedures.

Supervision: This position does not provide formal supervision of employees but may coordinate administrative tasks and provide guidance to office support personnel as assigned.

Desired Skills & Attributes:

• Exceptional organizational skills and attention to detail.
• Professional demeanor and customer-focused mindset.
• Ability to manage competing priorities with efficiency and accuracy.
• Strong problem-solving and decision-making skills.
• Commitment to educational equity and student success.
• Ability to build positive relationships with students, families, and colleagues.
• Flexibility, initiative, and a collaborative approach to supporting school operations.

College Achieve Public Schools (CAPS)