Office Manager for the Office of the Assistant Superintendent of Schools and Programs

Essential Duties and Responsibilities

1. Office Management and Administrative Support

• Manage daily office operations, including scheduling, correspondence, records, meetings, and administrative workflows.
• Provide administrative support to the Assistant Superintendent, including preparing reports, presentations, communications, and meeting materials.
• Coordinate the development and maintenance of the annual ACES agency and school calendars, collaborating with school administrators and agency departments to ensure accuracy, consistency, and alignment with agency priorities.
• Coordinate administrative aspects of agency initiatives and events, including the ACES Education Foundation Gala and Administrative Retreat.
• Manage Paycom processes, including reviewing and processing PTO requests, timecards, and expense reports and coordinating approvals.

2. Budget Management and Purchasing

• Manage and monitor the Office of the Assistant Superintendent's budget, including tracking expenditures, processing purchase orders and invoices, and maintaining financial records.
• Coordinate purchasing and distribution of curricular and instructional materials across ACES schools and programs, including vendor communication, price negotiation, and order management.
• Oversee credit card reconciliation, including reviewing transactions, verifying receipts, and ensuring compliance with agency financial procedures.

3. School and Program Communication and Coordination

• Serve as a liaison between the Office of the Assistant Superintendent, school administrators, and agency departments to support effective communication and coordination.
• Coordinate requests, distribute information, and monitor follow-up on administrative matters.
• Participate in school and program visits throughout the academic year to strengthen relationships and develop an understanding of school operations and needs.

4. Office Staff Support and Professional Learning

• Serve as a resource for office managers and secretarial staff across ACES schools and programs, supporting consistent administrative practices and procedures.
• Identify professional learning needs and coordinate training, collaboration, and information-sharing opportunities for office personnel.

5. Records Management and Information Systems

• Maintain accurate and confidential student, personnel, and agency records, ensuring appropriate documentation and timely reporting.
• Receive, organize, and maintain student disciplinary data, including suspensions and expulsions, and prepare reports and summaries for review by the Assistant Superintendent.
• Support the effective use of agency information management systems and assist with required administrative reporting.

Additional Responsibilities

Perform other related duties as assigned by the Assistant Superintendent.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ACES Anti-Discrimination Statement: ACES is an equal opportunity employer. We strive to create an inclusive and welcoming environment that does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, genetic information or any other protected class. We are committed to providing equal opportunity to all employees and fostering a work environment that is free from prejudice and bias.

Privacy: Complies with legal regulations (HIPAA, FERPA, GDPR, State Laws, etc.), implements privacy and security frameworks, and the organization’s policies and procedures.

Qualifications, Skills, and Abilities

• High school diploma or equivalent required.
• Minimum of three years of experience in office administration, preferably in an educational setting.
• Proficiency in Microsoft 365 and Google Workspace, with familiarity in agency information systems such as PowerSchool, ParentSquare, Paycom, Munis, and PSIS, and the ability to learn new technologies.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to exercise sound judgment, demonstrate initiative, solve problems, and work independently.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated professionalism, dependability, attention to detail, and a positive, courteous approach to working with others.