office manager Indianapolis, IN
Job description
Indy STEAM Academy
“Critical Thinkers Innovators Problem Solvers”
The mission of Indy STEAM Academy is to nurture the academic and creative talents of students through Science, Technology, Engineering, Arts, and Mathematics. We provide
a strong foundation in literacy to ensure the academic success of all students. We prepare students to take advanced coursework in high school and college to become highly qualified to acquire STEM jobs in a 21st century global workforce.
If you are seeking to make an impact on school operations while working in a positive school culture and climate that provides resources to support academic and professional excellence, then Indy
STEAM Academy is the place for YOU!
JOB DESCRIPTION
Position: Office Manager/Receptionist
Reports To: CEO/Head of School
Classification: Non-Certified
Location: 4020 N. Sherman Drive, Indianapolis, IN 46226
Salary: Salary Schedule
Contract Term: 12 Months
Job Summary
The School Office Manager, under supervision of the CEO/Head of School, works independently to manage support of the school office. They organize, direct, and perform various complex clerical, and secretarial services within the school, and handle finance, vendor, facilities, technical and data related issues. They also provide a professional environment that supports the administration, students, staff, and parents.
The position includes wide-ranging responsibilities often conducted in an atmosphere of frequent interruptions, time constraints and/or in the necessary absences of the School Administrators. This position is pivotal in facilitating the school's educational purposes and the efficient daily operations of the school office.
Candidates must have knowledge of school operations and policies, demonstrate good judgment and ability to work independently, and possess good communication, technology, and organization skills.
Essential Job Functions
This list of essential functions is not exhaustive and may be supplemented as necessary. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
● Manages the operation of the central school office:
- Serves as building receptionist; answers and responds to telephone and in-person inquiries from students, staff, parents, and the public. Confidently and politely gives information to parents and the general public regarding school matters.
- Sorts, opens, and distributes mail.
- Prints, copies, scans, and distributes materials as needed.
- Supervises students who come into the office; monitors and corrects student behavior.
- Troubleshoots problems with office equipment and calls for service as necessary.
- Communicates with the transportation vendor concerning transportation arrangements.
- Coordinates a variety of programs as requested, such as field trips, school events, school pictures, and other activities.
- Assists in preparing and maintaining the master schedule and student schedules.
- Schedules building use; monitors building keys; maintains safe.
● Acts as secretary to the CEO/Head of School and Leadership Team:
- Answers the telephone, screen calls, takes and record messages for the Head of School.
- Maintains an appointment calendar, and schedules meetings.
- Compiles data for enrollment and other reports and lists.
- Formats and types correspondence, forms, memoranda and reports.
- Types and distributes a variety of material including correspondence, reports and memos such as staff bulletin, school newsletter, certificates, programs, etc..
● Organizes all files:
- Registers incoming students and processes enrollment materials.
- Processes data for student registration; requests records from previous schools, and distributes student records for entry, transfer, and storage.
- Completes data input on computer.
- Completes procedures for students withdrawing from the school.
- Maintains student attendance records, including preparation and verification of daily student attendance, entering/transferring enrollment information into the attendance system. alerts principal to student attendance problems; may contact parents to verify absence of students.
- Maintains records and files for staff and student information; maintains staff absence records.
● May work on other things:
- Promotes effective public relations with parents and the general public.
- Organizes and supports enrollment and marketing efforts.
- Compiles and emails board agendas and meeting notices. Takes minutes at meetings.
- Performs similar, related duties as assigned, related to the management of the school office.
- Participates in staff meetings, job-embedded professional development workshops, and in-services.
- Participates in one’s own goal setting/plans for professional development and evaluation.
- Any other duties as assigned by the CEO/Head of School.
Required/Preferred Qualifications
- Bachelor’s Degree or college training beyond high school.
- Five years of office experience with increasing responsibility, including records maintenance, bookkeeping and experience in working with children and the public.
- Previous elementary office manager/secretary experience preferred.
Knowledge, Skills, and Abilities
- Ability to multitask, manage multiple projects, provide reports, and adhere to deadlines.
- Ability to use Microsoft Office platforms such as Word, PowerPoint, Excel.
- Ability to use PowerSchool Student Information System, Parent Square Communication System, operate phones and intercom systems.
- Excellent oral and written communication skills.
- Excellent typing and filing skills.
- Proficient in general secretarial procedures and use of the common school software programs.
- Ability to establish and maintain positive, effective working relationships with students, parents, staff, vendors, and the general public.
- Effective oral and written communication skills.
- Ability to maintain accounting ledgers.
- Knowledge of general bookkeeping procedures.
- Skill in operating general office machines.
- Ability to attend to detail and follow tasks through to completion.
- Ability to set up and maintain an accurate filing system.
- Ability to work effectively under pressure and be flexible.
- Ability to maintain confidentiality.
- Ability to organize and set priorities.
Work Environment
- Normal office/classroom conditions with moderate noise levels.
Physical Requirements
- Physical Requirements Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 30 pounds.
“Preparing Today’s Students for Tomorrow’s Careers!”
New 7/1/2023
Job Type: Full-time
Pay: $35,000.00 - $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to commute/relocate:
- Indianapolis, IN 46226: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Office: 5 years (Preferred)
Work Location: In person
