Office Manager

REPORTS TO

Director of Operations

RESPONSIBILITIES

  • Serve as school’s receptionist, answering and transferring phone calls appropriately and managing the front door and security system regulates entry to the facility.
  • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.).
  • Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.).
  • Serve as initial point of contact for all issues related to the day-to-day operations of the school and escalate appropriately when unable to resolve.
  • Assist with maintaining school calendar, webpage and other forms of communication.
  • Maintain a welcoming presentation of the front office, front foyer, all common offices spaces and break room areas of the school.
  • Manage telephone voice message system (notification of office hours, inclement weather, and other recorded messages on voice mail system) .
  • Assist with scheduling and hosting all parent/staff/community meetings for office administrators.
  • Maintain inventory and ordering of general office supplies.
  • Coordinate and process on-site components of school financial systems such as purchase orders, payroll records, grant reports, and financial forms.
  • Issue and receive requisitions, process purchase orders and reconcile with invoices within the data system.
  • Receive, receipt, document and deposit funds.
  • Assist with routine reports related to bookkeeping.
  • Assist with reconciliation of bank statements and other financial documents.
  • Manage school maintenance and supply systems.
  • Operate various types of office equipment such as copiers, scanners, etc. and has a working knowledge of all office equipment to be prepared and proficient in fixing minor problems (ink, toner, out of paper, etc.).

QUALIFICATIONS

  • Commit to doing and being their best, and to growing their skills as professionals and as individuals
  • Attend all professional development meetings and opportunities that may exceed the regular school day hours of 7:30a-4:30p.
  • Urgently and courageously takes actions in the best interest of students, even if they are new or unfamiliar.
  • Meet all professional obligations and proactively communicate when changes come up.
  • Exhibit a high level of honest and humble self-reflection owning good and bad outcomes
  • Effectively respond to and implement constructive feedback.
  • Communicate effectively with colleagues and contribute to positive staff culture.
  • Collaborate with all staff members to ensure that all students have consistent and well-coordinated support.
  • Complete other duties as assigned by supervisor.

PROFESSIONAL CULTURE

  • Must meet background clearance requirements as specified by Alabama Statutes and State Board of Education regulations.
  • Preferred: Bachelor’s or Associate’s degree in business, accounting or a related field from an accredited college or university.
  • High School diploma and two years of post-secondary college coursework in business, accounting or a related field. Three years of experience performing bookkeeping and/or accounting responsibilities may be considered in lieu of college component.
  • At least three years of experience in a receptionist or high-level clerical role.
  • At least one year of experience performing bookkeeper or accounting related tasks.
  • Knowledge of bookkeeping/accounting procedures.
  • Excellent organizational skills and ability to prioritize workload.
  • Strong communication skills. Ability to communicate effectively with administration, teachers, staff and parents, including composing letters, outlines, memoranda, and basic reports.
  • Proficient with general office applications such as word processing, spreadsheets, and presentation software.

EQUAL OPPORTUNITY EMPLOYMENT

Empower Schools of Alabama considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital status, veteran or military status, the presence of a medical condition, disability, or any other legally protected status.

NON-DISCRIMINATION STATEMENT

In its efforts to promote nondiscrimination and as required by law, Empower Schools of Alabama does not discriminate on the basis of race, religion, color, national origin, gender, sex, disability, age, or any other basis prohibited by law, in providing education services, activities, and programs.

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