Office Manager and Data and Compliance Coordinator

Position Title: Secretary / Data and Compliance Coordinator

School: AlRazi Academy

Location: 1119 5th St, West Des Moines, IA 50265

Reports To: School Principal

Terms of Employment: Hourly Position

Position Summary

The Data and Compliance Coordinator is responsible for the comprehensive management, collection, organization, and maintenance of all critical school and early childhood records for AlRazi Academy. This essential role ensures compliance with Iowa State regulations, internal policies, and external reporting requirements specific to both the Early Childhood (Preschool & Child Care) programs and the Full-Time Elementary & Middle School (K-8). The Coordinator is key to preparing documentation for audits, grant applications, and mandatory state reports.

Duties and Responsibilities

Compliance and Regulatory Reporting

• Ensure all school and early childhood programs adhere to all required safety regulations and facility rules set by Iowa state.
• Prepare and organize documentation for internal and external audits, including financial reviews, and administrative reviews for child nutrition programs.
• Assist the Principal in compiling required data for annual reviews and reports, including financial reports and community surveys.
• Ensure full compliance with Iowa State requirements and standards for both the elementary/middle school curriculum (Iowa Core standards) and the Early Childhood Learning and Quality Standards (Iowa Early Learning Standards, IQ4K, etc.).
• Maintain updated records of student immunization and physical examination documents required for mandatory state reports.
• Assist with documentation related to the school's non-accredited status and ongoing accreditation efforts.

Data Management, Filing, and Organization

• Establish and maintain highly organized and accurate filing systems (physical and electronic) for all official school records, including administrative, personnel, and student data, while upholding confidentiality.
• Manage data entry into the school's software management platform (such as Playground) for accurate tracking of enrollment, tuition, and fees.
• Track and record all financial transactions related to tuition, fees, activities, lessons, trips, and school clubs, and issue necessary receipts.
• Perform regular, documented internal audits on student registration, withdrawals, tuition payments, and attendance records to ensure data integrity.

Enrollment and Student Data

• Oversee the student enrollment process for both the Elementary/Middle School (K-8th Grade) and Early Childhood (Preschool & Child Care) programs, managing both new registrations and processing student withdrawals.
• Collect and maintain records of student demographic data, including details on the diverse student population from areas such as Des Moines, West Des Moines, Waukee, Urbandale, and Ankeny.
   

Child Nutrition Program (CACFP/NSLP) Compliance

• Manage data and documentation for the existing Child and Adult Care Food Program (CACFP) and the National School Lunch Program (NSLP) onboarding process.
• Maintain accurate records of student eligibility for free school meals, process applications, and conduct annual case reviews.
• Track and maintain records of professional standards training for the Food Service Director (Ron Scott) and staff, ensuring all required training documentation and spreadsheets are available for audit.
• Assist the Food Service Director with documentation related to NSLP requirements, such as menu certification and food production records.

Required Qualifications

• Proven ability to manage complex data systems, spreadsheets (e.g., Microsoft Excel), and databases with high accuracy.
• Experience in detailed administrative, clerical, and record-keeping duties, ideally within an educational or nonprofit environment.
• Demonstrated understanding of or capacity to quickly learn Iowa State regulations pertaining to both school (K-8) and early childhood (child care/preschool) licensing and compliance.
• Basic knowledge of financial procedures and ability to work accurately with numbers.
• Must maintain complete confidentiality and discretion concerning all sensitive financial, personnel, and student information.

Application Process and Equal Opportunity Statement

To apply, please submit a resume and cover letter addressed to the School Principal.

Equal Opportunity Employment Policy: AlRazi Academy is an Equal Opportunity Employer. It is the policy of the school to provide equal employment opportunity and not to illegally discriminate on the basis of race, national origin, religion, sex, disability, sexual orientation, gender identity, color, age or marital status in its employment and personnel practices.