Office Manager

College Achieve Public Schools (CAPS); Paterson (NJ); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

NJ State Pension Plan

Flexible Spending Account (FSA)

Extended time off for breaks

Job summary

College Achieve Public Schools in Paterson, NJ is seeking a 12-month Office Manager to support school administrators, manage calendars, and coordinate clerical services for students, families, and staff.

Under the principal’s supervision, you will handle communications, records, enrollment data, procurement, and staff coordination, contributing to an organized school environment and compliance with district procedures.

Qualifications

• Graduation from high school.
• Associates degree with coursework in business, math, word processing, office procedures, and recordkeeping preferred.
• Bachelors degree preferred.

Responsibilities

• Composes notices, correspondence, and reports for the principal or administrators.
• Maintains the calendar of the principal for scheduling and coordinating events.
• Plans and schedules school events and maintains calendars for student activities and meetings.
• Maintains documents, files, and records for audit and compliance.
• Prepares purchase orders for the accounting/finance office.
• Maintains inventories of supplies and materials.

Skills

Strong communication

Collaboration

Time management

Problem-solving

Confidentiality

Diversity sensitivity

Education

High school diploma

Associates degree preferred

Bachelors degree preferred

Tools

Word

Excel

PowerSchool

PowerPoint

Outlook

Job description

Organization: College Achieve Public Schools

District: College Achieve Paterson Charter School

Location: Paterson, NJ 07502

About College Achieve Public Schools

College Achieve Public Schools is a growing network of high-performing public charter schools dedicated to preparing scholars for college and lifelong success. Our mission is to equip every student with the academic foundation and character necessary to thrive in a competitive world. We believe in high expectations, a supportive environment, and providing every teacher with the tools to succeed.

Position Overview

We are seeking a dynamic and passionate 12-month Office Manager to join our team.

Under the direct supervision of the principal or other school administrator, the Office Manager provides clerical, secretarial, and administrative assistance to school administrators at a school site; conveys information regarding school functions and procedures; supports the broad array of services provided to students, parents, instructional and support employees; and coordinates the work of other school clerical employees.

Key Responsibilities

Administrative & Clerical Support

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletters, handbooks) for the principal or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, and events.
• Maintains the daily, weekly, and monthly calendar of the principal for the purpose of coordinating the scheduling of work-related appointments, activities, and meetings.
• Assists in planning and scheduling school events and activities and maintaining the calendar of school and student events for the purpose of coordinating and scheduling events such as orientation, open houses, field trips, sporting events, assemblies, and conferences.
• Maintains documents, files, and records for the purpose of providing up-to-date references and an audit trail for compliance.
• Prepares purchase orders for submission to the school districts accounting/finance office.
• Maintains inventories of supplies and materials for the purpose of ensuring item availability.

Office Operations & Communication

• Assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls and provides information and assistance to callers.
• Distributes incoming mail appropriately and sends outgoing mail.
• Schedules appointments with students, parents, teaching staff, or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing matters to appropriate personnel for resolution.
• Responds to inquiries from students, parents, and employees by providing information, facilitating communication among parties, and/or providing direction.

Student Records & Enrollment

• Registers new students, ensuring forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).

Coordination & Staff Support

• Serves as a liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries and activities.
• Supports, guides, leads, trains, and coordinates the work of school clerical employees for the purpose of providing assistance with administrative functions.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility.

Equipment

• Uses standard office equipment such as personal computers, copy machines, fax machines, and telephones.

Travel Requirements

• Limited travel to and from meetings may be required.

Knowledge, Skills & Abilities

• Ability to describe problems and work orally or in writing to the supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply, and divide and perform arithmetic operations.
• Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
• Experience with PowerSchool.

Required Qualifications

Any combination of education and experience providing the required skills and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• Associates degree with coursework in business, math, word processing, office procedures, and recordkeeping preferred.
• Bachelors degree preferred.

Desired Skills & Attributes

• Strong communication and collaboration skills.
• Passion for educational equity and high academic standards.
• Commitment to continuous professional growth.
• Ability to build strong relationships with students and families.
• Flexibility and a solutions-oriented mindset.

Compensation & Benefits

Salary Range: $40,000$55,000, commensurate with experience.

Comprehensive benefits package, including:

• Health, dental, and vision insurance.
• Life insurance.
• NJ State Pension Plan.
• Flexible Spending Account (FSA).
• Extended time off for Thanksgiving and winter breaks.

Physical & Mental Demands and Work Hazards

• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.

See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Performance Evaluation

Staff are evaluated by building leadership.

Supervision

• For classroom-based roles: Supervision of students, paraprofessionals, and volunteers.