OFFICE MANAGER - Trotwood Preparatory & Fitness Academy

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 Include but not limited to:

• 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 student enrollment records, medical records, achievement records, and other appropriate student data as required (including, but not limited to, proof of residency, student immunizations, birth certificate, social security number, and proof of custody).
• Must request and obtain a COMPLETE student file for all new students that had attended a previous school or educational facility.
• Work in conjunction with 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. 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 if required, and only as expressly outlined in Student Handbook. Keep all medications locked and maintain all medical documentation, including, but not limited to, notes and records of each time medication(s) is dispensed/administered, name(s) of all medications administered, dosages, parent consent letters, doctors' consent letters, etc. No over the counter (ie., Tylenol, Neosporin, Advil, Motrin, other) or other medications may be dispensed to students or staff even without express written consent of a physician.
• Serves as school "gatekeeper" for all student records. OM must maintain and require 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 Principal and Superintendent, including, but not limited to, summer enrollment confirmation letters, open house notifications, HQT letters, Title I program notification letters, "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 immunization schedule.
• By November 1st, K-1 students have received all necessary vision and hearing screenings to meet State requirements ODH Vision screening requirements and ODH Hearing screening requirements.

Qualifications

• Minimum of 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

• To perform this job successfully an individual must have knowledge of Microsoft Office Suite, (Word, Excel, OneNote, Power Point) and a 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 the 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 finger, handle, or feel objects, tools, or controls; and talk to 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.