Office Manager

Job Description

Job Description

Job Description: Office Manager

Reports To: Principal

Overview

As a leading education management organization, Meridian Charter Schools is committed to transforming the lives of students in culturally and linguistically diverse communities by providing students access to high-quality educational opportunities that elevate their identities as an asset and foster equitable and inclusive learning environments. Meridian Charter Schools is a school management organization (SMO) in Chicago, IL that operates three campuses of Chicago International Charter School: CICS Ralph Ellison High School, CICS Northtown Academy High School, and CICS Wrightwood Elementary School. We believe through collective effort, we will have collective impact.

Position Summary:

Informed by the school’s mission, goals, and needs, office managers will act to contribute to the effective management of the school, ensure high levels of compliance with network, district, and state mandates, and support the development of a positive, welcoming climate. This position is pivotal in facilitating the school's educational purposes through the efficient daily operations of the school office and effective development, implementation and/or compliance with administrative, financial, and organizational processes. To that end, office managers are expected to maintain the utmost confidentiality and professionalism at all times.

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

Duties and Responsibilities:

Mission, Vision, Core Values: Facilitate and promote equity, a positive school environment and advocacy of students that aligns with the organization's mission and values. Collaborate with colleagues and school leaders to strengthen support structures intended to promote access and equity that meets the needs of all students. Demonstrate respect and regard for students, colleagues, and parents.

Ethics and Professional Norms: Update all necessary records accurately and completely as required by laws, in accordance with network policies and school protocols. Develops and maintains physical and electronic record keeping systems in compliance with district and state mandates and school policy. Build positive and respectful relationships with staff, students, families, and community partners.Ensures the collection, reporting, and correction of student attendance data, when needed. Collects and organizes documents for student files. Completes school, network, and district compliance tasks. Assists with audit preparation and audit processes. Provides assistance with safety drills, as directed by the administration. Maintains and updates student and staff emergency and contact information. Monitors compliance platforms, alerting the administration to upcoming deadlines. Seeks and attends professional development workshops to improve ability to manage and coordinate student information databases. Answers and responds clearly and accurately to telephone and in-person inquiries from students, staff, parents and the public. Screens calls for the principal, staff, students, and others working in the building to maintain safety and confidentiality.

Equity and Cultural Responsiveness: Demonstrate preparation and skill in working with students and families from diverse cultural, economic and ability backgrounds. Support the creation of inclusive, identity-affirming spaces for students Implement professional practice and responsibilities, demonstrating cultural competence. Implement D.E.I principles in interactions with members of the school community.

Community of Care and Support for Students: Ensures accuracy of student information databases, initiating corrective actions when errors arise. Enters students into student information databases, checking the accuracy of summer rollover processes to ensure that the school roster is correct. Troubleshoots student information systems to address concerns. Collects registration documents and fees. Maintains accurate records of student enrollment/registration documentation. Ensures that health documents are routed to the correct personnel and documented. Supervises students who come into the office; monitors and corrects student behavior.

Professional Capacity of School Personnel: Trains and assigns, prioritizes work of student office helpers and temporary help. Communicates concerns to the administration pertaining to office management, safety procedures, etc. Delegates tasks appropriately and effectively to assistants, student office helpers, or temporary employees. Coordinates and implements main office tasks. Manages phone calls and correspondences (email, letters, packages, etc.). Coordinates logistical details for internal and external meetings and events. Monitors office supply inventory. Provides assistance with distribution of supplies and materials to staff. Provides clerical assistance to teachers and itinerant staff, as time allows or as authorized by principal.

Professional Community for Teachers and Staff: Communicates with staff school policies and protocols pertaining to attendance, PTO, purchasing, substitutes, payroll matters, professional development, calendars, etc. Orients substitute teachers to the school, providing the necessary information and supplies for the role in which the substitute will serve that day, including rosters, instructions, contact information, schedules, and room access, etc. Explains attendance/timekeeping procedures to staff and students. Distributes materials to students, families, or other stakeholders to communicate critical information. Records, verifies, codes, and processes payroll information for staff, substitutes, independent contractors, temporary help, etc. Checks and corrects payroll documents before submission to ensure accurate and timely pay for staff. Collects, deposits, and accounts for money collected in conjunction with school/course registration, trips, tests, and other school activities. Processes payments for contracts, services, and purchases. Places orders for supplies, equipment, or other school items. Approves bill payments, conferring with the administrator when questions arise. Conveys teacher attendance to the administration. Schedules substitute teachers to supervise classes when needed and ensures timely requests for payment. Manages a budget for office management and supplies.

Meaningful Engagement of Families and Communities: Communicates with families and students the registration and enrollment processes in an effort to support school goals pertaining to enrollment. Communicates with students, families, and the public to explain school policies and protocols related to general expectations, school functions and programs, the daily schedule, protocols, enrollment, and requirements. Promotes positive public relations with families, stakeholders, and the general public.

School Improvement: Seeks assistance from the network in regards to timekeeping, financial, or compliance requirements and protocols, when necessary. Submits help desk or work orders for building repairs or technological issues.

Perform other duties as assigned.

Qualifications:

• High School Diploma or equivalent (Required)

• Bachelor’s Degree in Business Administration or Management, Operations Management, Human Resources, or a related degree (Preferred)

• Bilingual Spanish/English; Arabic/English; Urdu/English (Strongly Preferred)

• A minimum of 3 years of office management experience (Required) in an urban school setting (Strongly Preferred)

• Intermediate skills with respect to working with information databases (ie. PowerSchool, Aspen, etc. - Strongly Preferred), Google Suite, and Microsoft Office Suite (Required)

• Ability to operate and troubleshoot office equipment including but not limited to a copier, printer, postage meter, laptop, desktop computer, etc. (Required)

• Ability to communicate clearly and professionally, verbally and in writing (Required)

This position is a Full-Time position.

Physical Job Requirements:

The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing, and or pulling; some kneeling, crouching, and significant finger dexterity. Generally the job requires 10% sitting, 10% walking and 80% standing. This job is performed in a generally clean and climate controlled environment.

Note: This job description is intended to provide a general overview of the responsibilities and qualifications. Specific duties and responsibilities may evolve as per the organization's needs and growth. This job description will aid in the reviewing of key performance indicators alongside individual feedback cycles.

Join Meridian Charter Schools and contribute to our mission of providing exceptional education and support to all students. This position is an opportunity to make a significant impact on the lives of students and their families. You are a dedicated and visionary leader with a passion for inclusive education.

Meridian Charter Schools is an equal opportunity employer, committed to fostering an inclusive and diverse workforce. We encourage qualified candidates from all backgrounds to apply for this pivotal leadership role.

Compensation: Meridian Charter Schools provides a highly competitive salary and benefits package which includes health, dental, vision and life insurance as well as retirement planning and PTO. We are also committed to supporting professional growth and membership in local, state and national educational organizations. This position qualifies as a union member position and aligns to the compensation established by the most updated collective bargaining agreement, based upon certification, education, and years of service.