Office Coordinator & Attendance Clerk

JOB SUMMARY

At Bullis Charter School, we pride ourselves on creating a warm, welcoming, and efficient front office environment that reflects our values of kindness, community, and excellence. The Office Coordinator & Attendance Clerk plays a central role in supporting staff, students, and families. Reporting to the Chief of Staff, this position involves a range of office-related tasks, including managing student enrollment and attendance, reception duties, and general administrative support. The role may also include supervising front office staff, such as Health Assistants, ensuring smooth and coordinated operations. The Office Coordinator & Attendance Clerk uses good judgment, discretion, and tact to foster positive relationships with staff, students, parents, and the broader community.

This is a full-time, year-round, salaried position. 

KEY RESPONSIBILITIES:

Front Office Management & Reception

• Serve as the primary receptionist, greeting all visitors with warmth, professionalism, and helpfulness.
• Answer and direct calls using a multi-line phone system; take and relay messages as needed.
• Respond to general inquiries from staff, students, and parents.
• Sort and distribute mail, packages, and deliveries.
• Maintain a clean and organized front desk and lobby area.

Administrative & Operational Support

• Assist with administrative duties such as copying, faxing, and filing.
• Support staff and administration with scheduling, forms, and clerical tasks.
• Manage substitute and volunteer registration and check-in processes.
• Coordinate transportation arrangements for school field trips.
• Maintain and manage school inventories and supplies (e.g., office forms, ink and toner, health supplies, general school supplies); place and track orders to ensure timely restocking.

Student Attendance & Enrollment

• Accurately collect, enter, and report daily attendance data.
• Clear absences through parental notes and phone verification.
• Issue tardy/absence admittance slips; communicate with families regarding excessive absences.
• Prepare attendance reports for internal and state compliance.
• Maintain accurate records of student enrollment, withdrawals, and transfers.
• Assist families with enrollment-related questions and paperwork.
• Archive records in accordance with retention guidelines.

Leadership & Coordination

• Provide day-to-day oversight of front office operations to ensure a smooth, efficient, and welcoming environment.
• Coordinate and support other office staff as assigned (e.g., Health Assistants, Front Office Support)—including training, scheduling, task delegation, and performance feedback in collaboration with school leadership.
• Act as a point of contact for administrative staff needing guidance on procedures or priorities.
• Ensure that office workflows and protocols are followed consistently and effectively.

Data & Records Management

• Maintain a variety of digital and physical records, calendars, and logs.
• Prepare and distribute confidential reports related to enrollment and attendance.
• Operate databases and systems for student data entry, retrieval, and reporting.

Customer Service & Community Relations

• Act as a liaison between families and the school, supporting parent requests.
• Build and maintain positive relationships with students, families, and staff.
• Handle sensitive situations with discretion, tact, and professionalism.
• Escalate unresolved or complex issues promptly to appropriate leadership.

Additional Duties

• Support the school nurse with health-related tasks as needed.
• Perform other duties as assigned.

EDUCATION AND EXPERIENCE:

• Minimum requirement: Associate’s Degree, and two (2) years previous experience and/or training that includes secretarial or clerical work, which provides the required knowledge, skills and abilities to perform the essential job functions.
• BA/BS degree in business or public administration and three (3) years of related experience, preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong proficiency in Google Workspace and Microsoft Office Suite.
• Excellent written and verbal communication skills, including spelling, grammar, and editing.
• Familiarity with modern office practices, filing systems, and database management.
• Ability to maintain confidentiality and handle sensitive information.
• Exceptional organizational and time management skills.
• Experience managing inventory and ordering supplies in an office setting.
• Effective interpersonal skills with a commitment to customer service.
• Experience managing or supervising administrative staff in an office setting.
• Ability to multi-task in a fast-paced environment while maintaining attention to detail.
• Basic math proficiency for clerical and record-keeping tasks.
• Ability to follow and explain school policies and procedures clearly.
• Capacity to use discretion, judgment, and problem-solving when addressing concerns.
• Adherence to school, state, and federal safety standards.

WHAT TO EXPECT FROM US:

• 100% health care coverage options, including dental and vision.
• School holidays and additional time off throughout the year.
• A fun, kind, hardworking team and welcoming, collaborative school culture.
• Salary rate of $60,000 - $72,000 per annum, dependent on years of experience.

WORKING CONDITIONS

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. 

• Office working environment is subject to sitting at a desk for long periods of time, bending at the waist, kneeling or crouching to file materials, climbing a step stool/ladder, reaching above shoulders to retrieve or store files and materials, reaching in all directions, and prolonged periods of time working at a computer terminal.
• Office working environment is also subject to extended periods of time standing or walking.
• While performing the duties of this job, the employee must be able to lift and pull or push objects at least 30 pounds in weight. 
• The employee is required to reach with hands and continuously repeat the same hand, arm, or finger motion many times as in typing. Manual, hand, and finger dexterity are essential to the job to operate a computer keyboard and other office equipment.
•  The employee must also be able to hear conversation in a busy office environment and to communicate clearly and concisely through speech.

Employment offers are contingent on a valid work authorization, TB clearance completed within the last 60 days, and a cleared criminal background check.

Reasonable Accommodation Notice: 

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.  Bullis Charter School is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, place of national origin, sex, age, veteran status, sexual orientation or physical handicap in its employment practice.