Performance Academies · 4 days ago
Office Manager - HAPA
Cleveland, OH
Full-time
Onsite
Entry, Mid Level
2+ years expPerformance Academies is an educational institution seeking an Office Manager to provide a welcoming atmosphere and manage administrative tasks. The role involves maintaining student records, coordinating transportation, ensuring compliance with health and safety regulations, and supporting school administration.
Charter SchoolsEducationOffice Administration
Responsibilities
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
Generate enrollment reports weekly, student-in-seats reports weekly, lunch reports monthly. Provide regular enrollment updates as needed to the Superintendent and Principal
Ensure that all pertinent forms are received in the office within 2 weeks of student start date
Answer school phones in a timely and professional manner. Ensures school voicemail is accurate and current
Return all parent inquiries for enrollment applications within 24 hours. Mail out all parent requests for enrollment applications within 24 hours
Request and submit records in a timely manner
Turn in enrollment and withdrawal forms in a timely manner to the EMIS Coordinator
Ensure that all parents have completed and submitted accurate, timely free and reduced lunch questionnaires, and submit them in a timely manner to EMIS Coordinator and Business Office as requested
Calls families of absent children by 10:00 a.m. each day to confirm/report all student absences+ - follows up with appropriate agency for chronic truants or students whom absences are not confirmed, ie. local police department, Child Find, county Children’s Services Agency, etc
Issues tardy notices to ALL students that arrived after the district set time
Keeps office hours per employment contract
Refrains from 'gossip', sharing salary, student disability or medical condition, or any other personal, financial, medical or similarly sensitive information with staff, parents, and/or students
Maintains clean, uncluttered work area and creates/maintains attractive entry area or waiting area for parents and visitors at all times
Follows school dress code at all times
OM is to NOT engage in student discipline, nor to solicit students for help with filing sensitive documentation, records with identifying student information, nor is OM to solicit students to run errands, make copies, or leave class without express permission from the Principal
Assist Principal with preparations for all parent informational meetings, Board meetings hosted at the school, Principal meetings hosted at the school, other meetings
Maintain and order approved office supplies within allocated budgets
Ensure safety and security of the building by requiring that ALL VISITORS SIGN IN AND CHECK IN AT THE OFFICE BEFORE PROCEEDING THROUGH THE BUILDING, INCLUDING VOLUNTEER(S), PARENT(S), VENDORS, OTHERS. Ensure that parents or others do not visit classrooms (particularly when agitated) without an appointment or express consent from the classroom teacher or Principal
Read and understand all policies outlined in the staff handbook and student handbook/code of conduct
Send home regular parent truancy notices for chronically and habitually truant students
OM must IMMEDIATELY report to principal and intervention specialist(s) upon receipt of any new or updated medical, special education, IEP, 504 plan, or similar records received from a parent, guardian, or school/school District
Provide regular enrollment updates as needed to the Superintendent and Principal
Ensures accuracy of Intent to Return (ITRs) at all times as families communicate change in their status
Ensure that all student records pertaining to students with disabilities are communicated to principal and Intervention Specialist(s) upon receipt of information. OM must date and initial all paperwork as it is received
Forward all inquiries from any news media (radio, television, newspaper, other) directly to the Superintendent. Notify the Superintendent and Principal immediately upon calls, visits or inquiries
Understands and implements positive, de-escalation strategies with unhappy parents, vendors, staff, students, others and never escalates a situation unnecessarily. Remains courteous and calm at all times in person or on the phone
Reports parent or other complaints immediately to the Principal. Uses appropriate documentation/form to report how complaints were resolved and to whom they were referred. Makes serious complaints known immediately to the Superintendent
Maintains positive relationships with all stakeholders in the school, including parents, guardians, staff, students, community organizations, the school’s Sponsor/Authorizer, management team members, the Principal and Superintendent, ODE reps, etc
Qualification
Required
Minimum of high school diploma or equivalent
Satisfactory completion of federal and state required criminal history checks
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
Ability to travel when requested
Dexterity to operate computer keyboard, mouse and to handle other technology related components
On-Call availability
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
Preferred
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
Company
Performance Academies
Performance Academies is an educational management company that successfully runs 13 public charter schools in Ohio and Michigan. It is a sub-organization of Performance Academies.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase