School Office Manager

Leona Group Schools are a group of schools ranging from Preschool to High School uniquely designed for their communities. Schools meet each child where they are, responding to their unique circumstances and addressing their academic, social, and emotional needs. Our schools are more than teams of effective educators – we are mentors, advisors, and caring adults for our students, guiding them to take control of their learning and lives. Our schools are focused on creating meaningful relationships with families and collaborating with community-based organizations, providing opportunities and resources that increase our students' safety, stability, and success. Are you a passionate educator ready to find your place on our dedicated team?

Join our team of educators at one of our unique campuses across Arizona and decide where you will make a difference!

Summary

Administer school office functions including student data management, office procedures, and other clerical tasks in support of school administration, in accordance with Leona Group Schools standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintain accurate and complete student records including hard-copy records. Enter data to student data management systems, department-specific records, and others. As required by the state and/or authorizer/sponsor, perform data entry for state reporting purposes.
• Generate and review reports for quality control purposes.
• Trouble-shoot and resolve problems. Provide regular reports to Leader, Board, corporate office, or others as directed, on topics such as enrollment, attendance, school programs or events, etc.
• Ensure procedures are in place to ensure the confidentiality of student records.
• Analyze and organize and direct office operations, procedures, and work flow and take appropriate action in accordance with back-up office operations staff to ensure that school and management company procedures are properly implemented.
• Provide training or support to other office staff, if applicable. Make recommendations for improvement in school and office operations to School Leader. Remain aware of authorizer, state and federal compliance expectations and their impact on the schools standing.
• Record and report on student and staff attendance data.
• Assist with office clerical duties as needed including switchboard, reception, typing, making announcements, mail distribution, greeting visitors, and others.
• Assist with scheduling substitute teachers.
• Serve as liaison to building maintenance/property manager if applicable.
• Order general office and school supplies; and generate process all check requests, and expense reports, purchase orders and other documents for Leader approval in a timely fashion via appropriate procedures. Interact with corporate support departments to identify and resolve problems; inform School Leader of concerns.
• Assist with facility security through coordination of office keys, passcards, equipment, or other items.
• Process clerical and personnel records to insure completeness, accuracy, and timeliness.
• Work with Human Resources department on procedures, initiatives such as annual benefits enrollment processes, new employee orientation, staff training and professional development, etc. Process clerical and personnel records to insure completeness, accuracy, confidentiality and timeliness.
• Review school payroll on a timely basis and prepare for Leader approval. Coordinate new hire processing; as requested, may prepare documentation of personnel actions for Leader approval; maintain local personnel files.
• Check-in/distribute supply orders. Assist in ensuring accurate fixed asset inventory records.
• Assist in coordination of social functions and other school meetings.
• Maintain and reconcile petty cash and school checking account.
• Administer first-aid and/or medications as permitted by parent/guardian authorization.
• Manage school document retention and destruction compliance as outlined by state archives.
• May serve as coordinating liaison for school volunteers to including Parent-Teacher organizations.
• Other duties as assigned.

Qualifications

EDUCATION & EXPERIENCE (positions in this class typically require):

• Good general business writing and math skills as acquired through college coursework or equivalent training and experience.
• Strong proficiency in Microsoft Office products including Word, Excel, PowerPoint, and Google, as acquired through 3 or more years work experience.
• Accurate alphanumeric data entry skills; familiarity with school management software programs; prior experience in a public school setting helpful but not required.
• Demonstrated success in implementing school and business office procedures as acquired through prior work experience.
• Evidence of proficiency in organizing projects and meeting multiple concurrent deadlines while successfully managing ongoing administrative work with frequent interruptions.
• Superior customer service skills; able to properly address internal and external customers in person, by phone, in writing and in email.
• Evidence of successful experience in student and parent relations.
• Ability to work as a team member to accomplish multiple complex and time-sensitive tasks.
• Demonstrated ability to function independently in the coordination of the responsibilities of a school office setting and in the frequent absence of the supervisor.
• Demonstrated ability to properly safeguard the confidentiality of student, staff and school data as well as office communications, activities and decisions.
• May be required to travel, including occasional overnight travel, to attend training and authorizer/sponsor mandated events.
• Possession of - or able to attain - a valid IVP Arizona Fingerprint Clearance Card

PHYSICAL REQUIREMENTS:

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions.

Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Incumbents may be subjected to moving mechanical parts, odors, chemicals, extreme temperatures, inadequate lighting, workspace restrictions, and intense noises.

NOTE:

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

The Leona Group is an equal opportunity employer with a continuing policy to ensure that fair and equal employment opportunities are extended to all persons without regard to race, religion, color, sex, age, national origin, or disability.