Job Description

Job Title: Office Manager
Location: CICS Longwood- 1309 W 95th St, Chicago, IL 60643
Reports To: Principal
Salary: Starting at $55K based on experience and other credentials
Employee Type: Regular Full Time
Start Date: November 2024

The mission of Distinctive Schools, an educational practice leader committed to social justice and the elevation of access and achievement in historically marginalized communities, is to support each child in becoming an engaged and curious learner, a confident self-advocate, and a creative problem-solver by setting high expectations and nurturing a positive culture that honors diversity, collaboration, and optimism.

Overview

The Office Manager is responsible for administrative and operational tasks of the campus by assisting the School Principal, Campus Operations Manager and campus administrative team as needed. This includes handling administrative tasks and to help ensure the day-to-day operations of the campus runs smoothly and efficiently.

An Office Manager will support the school mission and values as well as Distinctive Schools’ mission and values to be the face and voice of the school with professionalism and organization as a top priority at all times. This position also provides front counter support including, but not limited to interacting with students, staff, families, guests and partners via telephone, email, and in-person.

Responsibilities

Customer Service and Communications

• Prepare and organize materials to be sent home for students/families. Including proofreading, copying and distributing
• Ensure that the lobby/reception area is welcoming to all stakeholders
• Manage main office for Visitors, Students, Announcements
  • Communicate to the transportation coordinator regarding new bus sign-ups, daily updates, announcements, and scheduling
• Communicate with staff for any ordering or supply needs for facilities

Data Entry Management

• Records Management
  • Request Records/File & Record/Copy Records as needed/Prepare all 8th Grade documents for graduation and high schools and handle all Withdrawals
  • Student attendance: Powerschool Updates Tracking (Daily Absentee Report, chronic absence calls) Pupil Accounting Count Day Submissions (10-day worksheets) Daily and Weekly Attendance Rates
  • Manage immunizations rosters and submissions: due Nov 1st and Feb 1st
  • Student Enrollment/registration: School Mint Applications, intent to Return Forms, Paperwork (parent ID, household survey, FERPA consent), class lists (2024-25SY)changes, additions)
• Manage Report Cards- (final save, print, and distribute to teachers)
• Maintain parent/teacher conference sign in sheets/Title I Compact/Documentation
• Food Service:
  • Monitor daily food service (food counts/ordering/menus) – ensure accurate records are kept
  • Submit lunch applications and keep accurate records to assist operations manager on eligibility
• Collect, track, and process household surveys
• Money Management
  • Manage expense reports and reimbursements
  • Enter invoices into bill.com, manage expense reports and reimbursements, school receipts and proper documentation for cash intake
  • Manage school receipts and proper documentation for cash intake
  • Complete supply POs (teacher supply orders, office supplies)

Operational Support

• Partner with Engagement team to implement/manage campus recruitment activities
• Assist staff with field trip planning - permission slips, transportation, payment, lunch order
• Maintain/Monitor Office Supply Closet
• Manage substitute placements for the campus, and ensure classroom coverage/absences
• Manage with organizing schedules and payroll for subs and handle all phone calls/ hiring daily subs
• Manage ADP and employee facing ADP functions: stipend process, tracking and submission, PTO approvals and management, substitute management, on-site campus onboarding support, CTC on site laptop distribution, editing time card punches and employee follow up
• Partner with Campus Operations Manager and Talent Team on new hire paperwork process, ADP access, clocking in/out and training when needed
• Manage all uniform requests and manage uniform vendor

Monitoring/Safety

• Daily building needs/daily walk throughs
• Communicate with regional facilities team for any repairs/issues with the building

Requirements (minimum)

Education
High School Diploma or equivalent

Qualifications
At least 2 years of school operations or business administration experience

Technology demands:

• Proficient with Google Suite (Google Docs, Google Sheets, and Google Slides)
• Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information
• Ability to learn digital tools and programs as needed for the position

Physical demands
Work is typically performed in an office setting with occasional extended periods of time at
computer terminals. Occasional visits to off-site or campus locations is required. Generally, the
job requires 60% sitting, 20% walking, and 20% standing

Benefits

• 25+ Paid holidays & 15 days PTO annually
• 12 weeks family paid leave
• Comprehensive Healthcare (Medical, Dental, Vision)
• 403b match
  • Fully match up to 3%
  • 50% match up to 5%
• Professional development including tuition reimbursement
• Gym and wellness discounts
• And more

Description Disclaimer: Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

EEO: Distinctive Schools is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, or any other personal characteristic protected by applicable law.

Distinctive Schools is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Distinctive Schools will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact talent@distinctiveschools.org or call 773.828.4191

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