Job Title: Office Manager
Reports To: School Principal
Classification: Full-Time, Non-Exempt
Job Goal
The Office Manager serves as the face of the academy, managing the day-to-day operations of the front office and providing high-level administrative support to school leadership, faculty, and families. This role combines exceptional customer service with vital administrative and light bookkeeping duties to ensure a safe, organized, and welcoming school environment.
Performance Responsibilities
Serve as the primary point of contact for the school; greet visitors, answer phone calls, route inquiries, and take accurate messages.
Maintain a secure, welcoming, and professional front office environment.
Manage the visitor sign-in/sign-out logs and enforce school security protocols for campus guests.
Assist with student check-ins, tardies, and early dismissals, ensuring proper parent/guardian identification is verified.
Provide comprehensive secretarial support to the school leadership team, including drafting correspondence, memos, and newsletters.
Maintain organized digital and physical filing systems for student records, office documents, and school forms.
Manage incoming and outgoing mail, deliveries, and distribution of school materials.
Coordinate office supply inventory; place orders and restock materials as needed to ensure smooth daily operations.
Assist in organizing school events, parent-teacher conferences, and staff meetings.
Collect, count, and accurately receipt all incoming school funds (e.g., student fees, Before/After Care payments, field trip funds, and uniform sales).
Maintain an organized, transparent ledger of daily cash and check receipts.
Prepare and turn in financial deposits and associated documentation to the school finance officer or network accounting department in a timely manner.
Follow strict internal financial control procedures and board policies regarding the handling of secure funds.
Assist families with billing inquiries regarding school fees or childcare program balances.
All other duties as assigned.
Qualifications & Skills
Education: High School Diploma or equivalent required (Associate's degree in Business Administration, Accounting, or a related field preferred).
Experience: 2+ years of experience in an office administrative role, preferably within an educational or non-profit setting.
Financial Literacy: Basic bookkeeping or cash-handling experience with a proven track record of accuracy and integrity.
Technology Skills: Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace. Experience with school information systems (SIS) or accounting software is a plus.
Interpersonal Skills: Outstanding verbal and written communication skills. Ability to maintain a calm, professional demeanor in a fast-paced environment.
Confidentiality: Strict adherence to FERPA guidelines and the ability to handle sensitive student, family, and financial information with utmost discretion.
Physical Requirements
Must be able to sit or stand for extended periods at a front desk.
Occasional lifting of office supplies or school materials up to 25 lbs.