School Office Manager

12-Month

Non- Exempt (Hourly)

About Einstein Charter Schools

Einstein Charter Schools empowers all students to achieve financial well-being and embrace the power of choice through equitable educational experiences. Einstein Schools was founded in 2005 and currently operates 4 public schools with rich histories before the formation of Einstein as a Charter Management Organization. Admission to any school in the Einstein network is open to all New Orleans children, including those with special needs and Limited English Proficiency. Students are admitted by way of the OneApp system in partnership with New Orleans Public Schools. Across the network, 90% of students are from low-income households; 30% are current and former English Language Learners, and 15% are unique learners. About 58% of our students are African American, 30% are Latino, 1% white, and 12% Asian. Additionally, 95% of Einstein's student body primarily live in the New Orleans East community. Authorized by New Orleans Public Schools, Einstein Schools are held strictly accountable to the state for student performance.

Values

• We enthusiastically receive, provide & implement feedback.
• We positively make every minute count.
• We eagerly collect, analyze and respond to data.

Position Overview

Under the general supervision of School Site Leaders, the School Office Manager serves as manager of school office support for a school. Provide administrative assistance to the Principal, administrators, office and school staff and students by managing the school’s financial records and transactions through use of district information technology systems, answering/screening phone calls, preparing correspondence and other written communications, receiving and responding to inquiries and requests, coordinating meetings and events, performing various personnel management functions, managing crisis situations, handling confidential and other related duties.

Key Responsibilities

• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
• Perform financial duties, through the use of district information technology systems, for the school include maintaining bookkeeping-related databases; purchasing using School Funds Online; receiving; inventorying and delivering incoming shipments; collect and counting monies for fundraisers and other activities; creating and submitting reports to Finance.
• Collaborate with the School Operations Manager to ensure the school office runs smoothly.
• Perform clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.
• Type, reproduce and distribute notices to staff, students and parents.
• Ensure that all communications from the office meet proper written and oral English standards.
• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters.
• Collect, count, and secure all monies for field trips, school activities, etc.
• Perform a variety of clerical duties related to student/teacher attendance, including registrar, accounting and recordkeeping activities as assigned by the position; issue admittance forms to students who are late or returning after an absence.
• Maintain and manage time sheets, coordinated with payroll, as required.
• Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well organized electronic and paper data collection and filing systems.
• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
• Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s or designee’s responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies.
• Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
• Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
• Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.
• Keep informed about school and district activities, requirements of the law and code, Board policy and regulations, and other information necessary for the functioning of the office.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
• Protect confidentiality of records and information about students and staff, and use discretion when sharing any such information within legal confines.
• Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal or designee, and not otherwise prohibited by law or regulation.

Skills/Qualifications

• Have earned a high school diploma or equivalent.
• Have a minimum of two years of successful experience in a related secretarial or office position, or be a graduate of a recognized program of secretarial studies.
• Demonstrate excellent secretarial skills, including at least 50 words per minute at the keyboard with a minimum of errors, general bookkeeping skills, organizational and filing skills, and the ability to use electronic equipment for word processing, data management, information retrieval, visual presentations, and telecommunications.
• Be proficient in the use of Microsoft Office or an equivalent computer program.
• Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
• Demonstrate appropriate telephone etiquette, with proper voice inflection.
• Have excellent integrity and demonstrate good moral character and initiative.
• Exhibit a personality that demonstrates enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including difficult and emotional situations.
• Bilingual in English/Spanish a plus!

Work Environment

Listed below are key points regarding environmental demands and the work environment of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, etc.) as part of the work day;

Required to exert physical effort in handling objects less than 30 pounds rarely;

Required to be exposed to physical environment which involves dirt, odors, noise, weather extremes or similar elements rarely;

Normal setting for this job is an office/school setting.

Evaluation

Annual review, including analysis of school culture survey

Evaluated by the principal and/or designee

Compensation is commensurate with experience.

Einstein Charter Schools welcomes all applicants and does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any other protected grounds in any of its activities or operations, including hiring.