OFFICE MANAGER - Columbus Prep & Fitness Academy

Office Manager – School Office Manager The School Office Manager is the gate‑keeper of the school office, providing a warm and welcoming atmosphere for students, staff, parents and visitors. He or she also completes administrative tasks and supports the school administration. Duties and Responsibilities Domain A – Core Responsibilities Prepare for and manage all files needed for State and Federal audits, FTE audits, food audits, file reviews and CSADM audits for assigned school(s). Maintain and manage student files including enrollment records, medical records, achievement records, and other appropriate student data as required (proof of residency, immunizations, birth certificate, social security number, proof of custody). Request and obtain a complete student file for all new students that attended a previous school or educational facility. Work in conjunction with the EMIS Coordinator, Administrative Coordinator and Grade Books/Attendance Coordinator regarding audits, attendance, data submission and record keeping. Monitor and submit McKinney‑Vento paperwork for homeless students per the McKinney‑Vento Homelessness Assistance Act. Keep accurate records of food service reimbursements for the Federal Food Service Program and track, maintain, and report Free and Reduced Lunch programs in a timely manner. Coordinate and assist student transportation with local transportation departments. Administer medication only as expressly outlined in the Student Handbook. Keep all medications locked and maintain all medical documentation. Act as the school “gatekeeper” for all student records. OM must maintain a sheet for staff to sign in and sign out all office files. All requests from school districts for student records must be complied with within 48 hours. Mails home all pertinent letters to parents and students as required by the Principal and Superintendent (summer enrollment confirmations, open house notifications, HQT letters, Title I program notifications, “Dragon Grams”, student absences/truancy notifications). By November 1st, Kindergarteners and 7th graders have submitted all appropriate immunization records that meet the State of Ohio Department of Health’s schedule. By November 1st, K‑1 students have received all necessary vision and hearing screenings to meet State requirements. Domain B – Time Management Generate enrollment reports weekly, student‑in‑seats reports weekly, lunch reports monthly; provide regular enrollment updates as needed to the Superintendent and Principal. Ensure that all pertinent forms are received in the office within 2 weeks of student start date. Answer school phones in a timely and professional manner and keep the voicemail accurate and current. Return all parent inquiries for enrollment applications within 24 hours; mail out all parent requests within 24 hours. Request and submit records in a timely manner. Turn in enrollment and withdrawal forms in a timely manner to the EMIS Coordinator. Ensure parents have completed and submitted accurate, timely free and reduced lunch questionnaires; submit them to the EMIS Coordinator and Business Office as requested. Call families of absent children by 10:00 a.m. each day to confirm/report absences and follow up with appropriate agencies for chronic truants. Issue tardy notices to ALL students who arrive after the district set time. Keep office hours per employment contract. Domain C – Professionalism Refrain from gossip or sharing sensitive personal information with staff, parents, or students. Maintain a clean, uncluttered work area and provide an attractive entry area for parents and visitors at all times. Follow the school dress code at all times. Do not engage in student discipline, solicit students for errands, or allow students to run errands without express permission from the Principal. Domain D – Dependability Assist the Principal with preparations for parent informational meetings, Board meetings, Principal meetings and other meetings. Maintain and order approved office supplies within allocated budgets. Ensure safety and security of the building by requiring that all visitors sign in and check in at the office before proceeding; ensure that visitors do not access classrooms without an appointment or express consent. Read and understand all policies outlined in the staff handbook and student handbook/code of conduct. Domain E – Communications and Relationships Send home regular parent truancy notices for chronically and habitually truant students. Immediately report to the Principal and intervention specialist(s) upon receipt of any new or updated medical, special education, IEP, 504 plan or similar records received from parents, guardians or the school district. Provide regular enrollment updates as needed to the Superintendent and Principal. Ensure accuracy of Intent to Return (ITRs) at all times as families communicate changes in status. Ensure that all student records pertaining to students with disabilities are communicated to the Principal and Intervention Specialist(s) upon receipt of information; OM must date and initial all paperwork as it is received. Forward all inquiries from any news media directly to the Superintendent; notify the Superintendent and Principal immediately upon calls, visits or inquiries. Understand and implement positive, de‑escalation strategies with unhappy parents, vendors, staff, students and remain courteous and calm at all times. Report parent or other complaints immediately to the Principal and document how complaints were resolved. Maintain positive relationships with all stakeholders in the school. Qualifications Minimum of a high school diploma or equivalent. At least two (2) years of experience in business management or a similar field preferred. Bilingual both written and verbally in Spanish/English preferred but not required. Satisfactory completion of federal and state required criminal history checks. Knowledge, Skills, Abilities and Personal Characteristics Knowledge of Microsoft Office Suite (Word, Excel, OneNote, PowerPoint) and familiarity with Google Workspace and other Performance Academies School Systems software programs. Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors. A courteous and pleasant personality. Strong organizational skills for multitasking and prioritizing responsibilities. Must possess sensitivity to confidential information and hold a high standard of integrity. Work with courtesy, tact, and diplomacy in dealing with others, and ability to work as part of a team. English usage, spelling, grammar and punctuation. Business letter and report writing techniques. Business office telephone techniques and etiquette. Basic math used in an office environment. First aid and CPR procedures. Principles of leadership, office organization and management, public relations, and training. Working Conditions Ability to travel when requested. Dexterity to operate computer keyboard, mouse and to handle other technology related components. On‑Call availability. Physical Requirements While performing the duties of this job, the employee is regularly required to sit, use hands to handle objects, and talk or hear. The employee is frequently required to walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This is not necessarily an all‑inclusive list of job‑related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. #J-18808-Ljbffr Performance Academies