Office Manager

Primary Function: With support from School Leaders, the Office Manager’s primary responsibility is to manage day-to-day operations on assigned campus, including, but not limited to health and safety, communications, and compliance.  The Office Manager serves as a liaison between Network Support and assigned campus in all areas of operations and accountability to various legal entities.  The Office Manager is the point of contact for all site needs for parents, students, staff, visitors, and partnering entities.

Essential Functions:

• According to policies and procedures, manage academic compliance (student records, enrollment, attendance), which includes, but is not limited to:
  • Keeping updated student records, tracking enrollment, and managing attendance reports;
  • Managing student records, enrollment, and attendance for audit purposes;
  • Maintaining procedures related to information distribution and collection related, but not limited, to student records, volunteers, events, etc., as outlined by Network Support.
  • Maintaining SIS system to create/update class rosters, sign out sheets, lunch lists, Title 1 status, and additional site management materials as needed.
• With support from the School Leader, manage all campus operations, including, but not limited to the areas of health/safety, compliance, HR, payroll, operations, fiscal management, and logistics.
• Maintain annual schedule for fire drills, inventory safety kits, compliance with codes.
• Maintain good operations of all equipment (phones, internet, copiers, printers, & computers).
• Receive all urgent maintenance requests from staff and forward request to Director of Facilities; troubleshoot for non-urgent issues.
• With guidance from School Leader, assist in the management of the lunch process and ensure procedures are followed according to standards set by the National School Lunch Program. Working knowledge of Power Lunch.
• With guidance from School Leader, coordinate school events (photo day, lice checks, clean up days).
• Collaborate with Development manager and fundraising committee on efforts throughout the school year; may include Pledge/Donations, Gala, World’s Fair, and Jogathon.
• If applicable, knowledge of Proposition 39 rules and guidelines, in-line with the requests of Los Angeles Unified School District.
• Support the scheduling and administration of the student assessments, including but not limited to CELDT, NWEA, and CAASPP.
• Ensure accuracy of data in PowerSchool and other school tracking systems/databases
  • Communicate and collaborate with Data Manager  
• Distribute, collect, and review Free and Reduced Lunch Applications
  • Ensure eligibility data is entered in Power Lunch
  • Forward eligibility response letters to households
  • Collaborate with Network Support Office regarding FRL Applications
  • Stay current on student account balances; familiar with online payment systems
• Coordinate field trips with teachers according to policy and procedures.
• Execute annual system for school site mailings and communications in all languages.
• Manage parent and prospective parent communications (daily announcements, daily postings to office, field questions ongoing).
• Coordinate parent volunteers, ensuring volunteer and visitor policies and procedures are followed.
• Ensure fiscal policies and procedures are followed.
• Partner with School Leaders, Network Operations Manager, and Director of Compliance to implement systems and procedures to ensure school policies and procedures are followed and ensure the office functions effectively and efficiently.
• Manage paycheck distribution, assist employees with payroll/timesheet related inquiries, technical difficulties using time tracking platform, and any necessary timesheet adjustments to ensure timely and accurate payroll. 
• Collaborate with other campus Office Managers; meet routinely with School Leaders, Operations Manager and Director of Compliance.
• Maintain work schedule and procedures for substitutes.

• Communicate effectively, both orally & in writing, and in a timely and respectful manner with students, parents, & other professionals routinely.
• Model professional behaviors and ethical standards when dealing with students, parents, peers, and the broader community.
• Maintain reliable, consistent attendance and punctuality.
• Assist in other school programs when necessary. This may include: Site Council, Back To School Night, Open House, Information Parent Meetings, and Art and Music Night.

• Other duties as assigned.

Knowledge of/Experience in: Organizational effectiveness and operations management; Implementing best practices; Professional skills for collaboration and teamwork with other professionals.

Ability to: Communicate effectively both verbally and in writing with all stakeholders; Work collaboratively and professionally with the Larchmont Schools team; Use modern technology for various responsibilities; Operate and thrive in a start-up, community environment; Manage people and projects; Take direction, collaborate, and critically think through problems and provide solutions.

Physical Requirements: Continual speaking; frequent sitting, reaching, walking, bending, grasping and pinching; occasional lifting and carrying, squatting, twisting or kneeling.

Environment: Uneven surfaces, noise, quick work pace; Required to work effectively under stressful situations and the unpredictable behaviors of students; Frequent use of computer screen; Occasionally involves working outdoors and exposure to inclement weather; Infrequently involves exposure to traffic congestion; May rarely involve exposure to biohazardous waste.

Other Requirements: Support the Mission and Vision of the School; exercise good judgment and moral character; fingerprint clearance & TB test clearance.  Larchmont Schools has the right to revise this job description at any time.  Larchmont Schools is an EQUAL OPPORTUNITY EMPLOYER.

Minimum Qualifications:

(*) Bachelor’s Degree (preferred)

(*) One to two years related experience and/or training; or equivalent combination of education and experience

(*) TB Test clearance & DOJ finger printing clearance; Proficiency in Microsoft suite; Excellent communication skills both verbal and written

(*) Two (2) plus years of knowledge and experience in office management

(*) Excellent interpersonal skills and a collaborative management style

(*) A demonstrated commitment to high professional ethical standards and a diverse workplace

(*) Excels at operating in a start-up, community environment

(*) Ability to manage many tasks and requests at the same time, open to direction, and has a collaborative work style

(*) Ability to operate general office equipment

(*) Ability to critically think through problems and provide solutions.

(*) Valid adult and child CPR/First Aid/AED certification (required)

Salary : $48,000 - $60,000