Office Manager - Bilingual Preferred (English/Spanish)

Job Type Full-timeDescriptionResponsible for smooth running and upkeep of school office and facilities, including reception duties, filing and records management, collection and reporting of information required by state agencies and school districts, purchasing billingenrollment functions, maintenance of equipment and supplies, oversight of facilities and other administrative support duties as assigned by the Director. Reports to the Director. The normal daily hours are 8:00 am to 4:30 pm with a half hour unpaid lunch. This is a non-exempt 12 month position.Assist the Director, Assistant Director and school staff:Assist in implementation of all office policies, procedures, systems, formsMaintain correspondence and documentation of communication with El programs and schools, including agency contracts, reporting attendance, mailing session sheets and service logsEstablish and maintain student files, rosters, parent contact lists, staff lists, attendance sheetsAssist in preparation of reports and licensure materials required by state education, early childhood, health and other agenciesPost forms for quarterly reports, IEPs and other reportsPrepare and distribute approved annual calendarPrepare and distribute enrollment packets, visitor packets, parent handbook, and other written or PR materialsMake necessary calls to main campus, bus companies, health care consultant, parents, school districts, early intervention (El) programs and other calls as directedOrder supplies, snacks and equipment; verify deliveryMaintain petty cashLiaison to Human Resource Department:Assist new employees in submission of required documentsDistribute information from HR DepartmentLiaison to Finance Department:Collaborate with Director and the Finance Department in budgetingVerify, assign account numbers, submit and file invoices and purchase ordersHandle all billing procedures conducted at Clarke BostonEnter all enrollment and change of status information into Clarke database systemComplete and submit monthly petty cash and credit card reconciliationEstablish and maintain vendor accountsMaintain certificates of liability insurance for vendorsCompile and transmit EI services reimbursement materialsAssist with submission of school district and EI agency contractsSubmit time sheetsLiaison to IT Department:Assist staff in establishment and use of email and other Zimbra functionsTroubleshoot computerprintervideoconferencing issuesAssist in remote IT installation and repairsFacilities - Liaison to landlord for facility maintenance. Manage and maintain all facility related issues, including:Maintain, order, organize all necessary snacks, water, school and office suppliesArrange for and oversee annual and semi-annual inspections, certifications and maintenance and painting services and schedule corresponding appointmentsAssure maintenance of clean, attractive and welcoming reception, kitchen and school facilitiesArrange for and oversee cleaning and maintenance needs and vendorsPerform other administrative support duties as assigned by Director.RequirementsExperience in an educational settingAssociates DegreeEffective time management skillsExcellent organizational skillsComputer literacy with strong knowledge of Microsoft suite of office productsExcellent oral and written communication skills, including proofreading, spelling and grammarStrong interpersonal skills with a pleasant and positive mannerAbility to operate copier, facsimile, multiple line telephone systemFlexibilityAbility to relate to and work effectively with a variety of peopleCommitment to professional growthCommitment to the mission of the schoolDemonstration of long- and short-term planning and goal settingTitle IX Notice of Nondiscrimination: Clarke Schools does not discriminate on the basis of sex in admission, administration of its educational programs or activities or employment. Clarke Schools is required by Title IX and its implementing regulations at 34 C.F.R. Part 106 not to discriminate on the basis of sex in admission, administration of its educational programs or activities or employment. The Human Resource Director, Andrea Harkins, MBA, SPHR, SHRM-SCP, 45 Round Hill Road, Northampton, MA 01060, telephone number 413-582-1155, has been designated as the employee responsible for coordinating Clarke Schools efforts to comply with and carry out its responsibilities under Title IX. Inquiries concerning the application of Title IX and its implementing regulations at 34 C.F.R. Part 106 to Clarke Schools may be referred to Andrea Harkins or to the U.S. Department of Education, Office for Civil Rights, at 400 Maryland Avenue, SW, Washington, DC 20202-1100, telephone number 800-421-3481.Salary Description $26.00-$30.00 hour

Created: 2025-01-27