2026-2027 Bilingual Front Office Manager (English/Spanish)

Title: Office Manager
Purpose of Position: To assist in the general operations of the school and business affairs at the assigned campus.

Employment Status: Full-time Reporting
Reports to: Principal
Location: Assigned Campus

Essential Functions:

Position Summary

The Office Manager provides primary administrative and operational support for the campus front office. This role ensures efficient daily operations, excellent customer service to families, staff, and visitors, accurate records and attendance management, coordination of logistics (transportation, facilities, events), and administrative support to school leadership. The Office Manager is the campus’ front-line representative and liaison with families, vendors, community partners, and the Parent Teacher Committee.

Essential Duties (includes, but are not limited to)

• Front desk & customer service: 
  • Greet visitors; manage visitor check-in/out (Raptor or campus system)
  • issue badges
  •  answer phones, emails, and doorbells
  •  maintain a welcoming, professional office environment.
• Daily Paycom responsibilities: 
  • Process Paycom punch-change requests and time-off requests every business day
  •  maintain accurate staff time and absence records in Paycom and Google calendar
• Attendance & student records: 
  • Manage student tardy check-ins, early dismissals/check-outs, and ensuring attendance documentation gets to district data office
  • support the Data Manager and update the student information system (PowerSchool) as required.
• Office operations & systems: 
  • Maintain office supplies and inventory (Precoro or campus procurement system)
  • receive and distribute deliveries, manage keys/fobs, verify security systems as assigned
  •  maintain filing systems and weekly/monthly office postings/calendars.
• Purchasing & financial tracking: 
  • Process purchase requests and invoices
  • maintain purchasing/budget spreadsheets
  • communicate with vendors and procurement contacts.
• Event, field trip & calendar support: 
  • Coordinate logistics for field trips (permission/payment via ParentSquare, bus requests), school events, meetings, and programs
  • prepare materials and hospitality as needed.
• Safety & facilities coordination: 
  • Report facility/maintenance issues (Incident IQ or campus system), 
  • coordinate with vendors/maintenance personnel, 
  • log fire drills and other safety reports and support emergency procedures.
• Transportation & logistics: 
  • Manage transportation reports, bus tokens, late arrival/early pickup communication, and dismissal/checkout procedures.
• Staff support & communications: 
  • Provide administrative and secretarial support to school leadership (scheduling, correspondence, filing), coordinate substitute coverage logistics, and liaise with PTC and community partners.
• Other duties: 
  • Support AM/PM carpool or student supervision
  •  provide limited nursing assistance in the nurse’s absence as assigned
  •  perform end-of-year closeout and other campus-specific tasks.

Required Qualifications

• High school diploma or equivalent; associate degree or office/administrative certification preferred.
• Minimum 2 years of front-office, administrative, or school-office experience preferred.
• Bilingual in English and Spanish required, including strong verbal and written communication skills in both languages.
• Proficiency with school information systems and office software (PowerSchool, Paycom, ParentSquare, Precoro or equivalent), Google Workspace, and Microsoft Office.
• Strong organizational, written and verbal communication, customer service, and confidentiality skills.

Preferred Skills & Attributes

• Detail-oriented, able to manage multiple priorities and deadlines.
• Professional demeanor and strong interpersonal skills; able to work independently and collaboratively.
• Familiarity with school attendance and records management, basic bookkeeping/purchasing processes, and school safety protocols.

Working Conditions & Schedule

• School office hours by campus:
  • Gentilly, Broadway, and Baton Rouge: 8:00 AM – 4:00 PM
  • Live Oak: 7:45 AM – 3:45 PM
• Occasional evening or early duties required for school events; flexibility required for staff coverage and end-of-year duties.

Employment Terms

• This is an at-will position. The Office Manager must comply with all school policies, confidentiality requirements (FERPA and school standards), and background clearance procedures.

NOTE: The foregoing list of essential duties and responsibilities is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position

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