Nov 19, 2018

OFFICE MANAGER

  • America’s Back Office
  • Jackson Preparatory & Early College, Emmons Road, Jackson, MI, USA
Part time

Job Description

JACKSON PREPARATORY & EARLY COLLEGE

STAFF RESPONSIBILITIES

Title:                                                                                  Office Manager

Reports to:                                                                        JPEC President/Human Resource Experts, Inc.

Employment Type:                                                          Administration/At-Will/Exempt

Length of Assignment:                                                  12 Months / Part time

Scope of Position:                                                           Manages front office

Criminal Background Check Requirement:           Yes

Starting Wage:                                                                  $15/hr

 

Scope of Position:

Provides management and oversight of JPEC’s front office, organization and confidentiality of all student and personnel records, and facilitates state and federal requirements for any employee or volunteer.

 

Essential Functions:

  • Cultivate and facilitate a positive environment at all times. Act as the office’s CEO (Chief Energy Officer).
  • Demonstrate ownership initiative and a solution-oriented mindset at all times
  • Ensure office and front desk coverage at all times.
  • Demonstrating a high level of guest service and care at all times.
  • Responsible for maintaining, collecting, distributing, and communicating about all incoming mail.
  • Taking inventory of package materials and office/classroom supplies to ensure accuracy
  • Maintains student daily attendance records
  • Tracking and communicating student absences to school administrators and dean daily
  • Maintain a professional and organized appearance of your person, of office reception area, and of staff kitchen.
  • Performs diverse managerial responsibilities within areas and limits of authority as delegated by school administration and/or executive team.
  • Handles emergencies concerning employees and/or students, making decisions independently or recommending action as appropriate and reports decisions/recommendations to school administration.
  • Serves as a major program information resource person, acting as liaison between schools, department, district office, and other locations. Dispenses pertinent information and direction to students, parents, staff, and visitors.
  • Receptionist for all visitors, students, and callers.
  • Maintains the school’s records including but not limited to student records (CA60’s), compliance records, historical transcripts, and PowerSchool information.
  • Screens correspondence and telephone calls for Academy Staff. Coordinates multiple calendars. Organizes appointments and facility use.
  • Maintains a high degree of confidentiality regarding all aspects of the school site operation.
  • Manages office personnel, organizes and expedites the work-flow of the school site, and offers guidance and direction to other school personnel as needed.
  • Responsible for coordinating and communicating with volunteers and processing background checks and fingerprints
  • Performs first aid and cares for injured/ill students, taking responsibility for student welfare in the absence of school nurse or administrator. Dispenses medicine to students according to physician’s orders.
  • Processes all enrollment documentation and provides school administration necessary information.
  • Collects and documents payments for a variety of events (e.g., bus tickets, student council, donations, fines, fees, fund raisers) for the purpose of completing transactions and/or securing funds.
  • Assists with the development and monitoring of office routine to insure accuracy and completeness of records and files in compliance with law and established standards.
  • Responsible for scheduling, communicating, and managing safety drills.
  • Responsible for assisting with the management of field trips and the collection of funds
  • Provides timely and effective communications regarding incidents and/or situations which might impact the District, its divisions, or schools.
  • Assists school administration as needed.
  • Resets student google passwords and clears the printer que as necessary.
  • Reviews Administrative Assistant timesheet and submits both to CFO

 

CONTACTS AND PURPOSE OF CONTACTS

Internal:  Coordinate and communicate with all areas of Jackson Preparatory & Early College, JPEC Board Members, Jackson College personnel including administration, faculty, staff, and students. 

External:  Represent the district in communication with external partners, parents, and district visitors.

 

EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma

Must have 5+ years previous administrative experience

Must have a satisfactory background check

 

PROFESSIONAL QUALITIES AND ABILITIES

Possesses a positive attitude; able to see good in self and others

Shows flexibility including the acceptance of and willingness to change; sees change as an opportunity for growth

Seeks improvement over time by taking risks and trying new things

Knows and acknowledges personal limits

Displays self-discipline and a strong work ethic

Accepts responsibility for professional and personal growth

Demonstrates commitment to be a productive/supportive member of the JPEC community

Successfully organizes, executes and follows up on projects; sets specific objectives and measures to achieve results

 

Accepts criticism gracefully and uses it as an opportunity for growth

Demonstrates strong organization skills

Proactively anticipates the needs of the President as well as the larger JPEC community with the ability to plan day-to-day activities while also to the month ahead

Handles conflict effectively

Inspires others; sets an example of professionalism both within JPEC and the community

Serves as a role model of good written and oral communication skills and good time management skills

Leads and/or follows as circumstances require

 

Americans with Disabilities Act (ADA) compliance section

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

LANGUAGE SKILLS

Ability to read, analyze, and interpret the most complex documents.  Ability to respond effectively to the most sensitive inquiries or complaints.  Ability to write speeches and articles using original or innovative techniques or style.  Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

 

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

 

REASONING ABILITY

Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.  Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases.  Ability to deal with a variety of abstract and concrete variables.

 

PHYSICAL DEMANDS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to sit and use hands to finger, handle, or feel.  The employee is occasionally required to stand and walk, reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions while traveling between buildings on campus.   The noise level in the work environment is usually moderate.

 

Employee Name: __________________________________

 

 

Employee Signature: _______________________________                   Date: _________________

 

 

Supervisor Name:_________________________________

 

 

Supervisor Signature:_______________________________                   Date:_________________

 

City

JACKSON

State

MI

Level of Education

High School/Equivalent

Experience Level

5+ to 7 Years

Citizenship Required

Yes

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