Office Manager

Summerville Advantage Academy; United States; On-site; USD 42,000 - 54,000; Full time

Job summary

Summerville Advantage Academy in Homestead, FL is seeking an Office Manager to provide comprehensive secretarial and administrative support to the Principal and leadership team. The role requires handling mail, minutes, attendance at meetings and events, and supervising clerical staff.

HR/Payroll duties include maintaining faculty and substitute lists, new hire paperwork, fingerprinting, and payroll liaison.

Responsibilities

• Provides secretarial support to Principal
• Sorts and date stamps all incoming mail to Principal and Assistant Principal
• Maintains adequate supply inventory and processes supply request forms
• Mandatory attendance at all staff meetings
• Responsible for taking minutes and distributing same for all required meetings in a timely manner
• Posts mandatory notice for Board meetings
• Mandatory attendance at Open Houses, Lottery, and other events
• Assign duties and supervise the work of clerical office personnel
• Coordinate personnel travel for professional development
• Maintains updated faculty list
• Maintains substitute list and provides to faculty
• Maintains terminated employees list during school year
• Assist with new hire paperwork
• Follows up with fingerprinting for new hires
• Maintains teacher certification information
• Maintains updated personnel files in compliance
• Maintains filing system and locked confidential files
• Process Out-of-Field Waivers and document on Excel
• Maintain Time and Attendance for non-exempt employees and approve payroll
• Leave of Absence/FMLA liaison between employee and HR
• Workers Compensation liaison with HR
• Handling MSB software, posting field trips and events for payment, invoicing
• Provide payment reports and follow up for sports, clubs, events
• Manage Jeans Day and student fees/activities with Sponsor
• Input accounting codes for each fee
• Accounts Payable invoicing to CSA
• Handle Principal Internal checking account; submit checks for posting
• Assist in obtaining W-9 and vendor registrations
• Submit employee expense reports for payment processing
• Process parent reimbursement/refunds
• Handle deposits for internal/operational/aftercare and food service accounts
• Handle PEX card compliance and receipts
• Create school purchase orders via SAGE Intacct
• Provide information to support purchase orders
• Support Principal to obtain grant quotes if necessary
• Provide qualified teacher list for Classroom Teacher Supply Program
• Performs additional tasks as Directors/Principal assign

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Manager

School Administration Full Time Homestead, FL, US

4 days ago Requisition ID: 1752

• Provides secretarial support to Principal
• Sorts and date stamps all incoming mail to Principal and Assistant Principal
• Maintains adequate supply inventory and processes supply request forms
• Mandatory attendance at all staff meetings
• Responsible for taking minutes and distributing same for all required meetings in a timely manner
• Posts mandatory notice for Board meetings
• Mandatory attendance at all Open Houses, Lottery, and other similar events
• Assign duties and supervise the work of clerical office personnel
• Coordination of personnel travel for professional development

HR/Payroll Duties:

• Maintains updated faculty list
• Maintains up-to-date substitute list and provides same to faculty.
• Maintains updated list of terminated employees during school year
• Assist with new hire paperwork
• Follows up with fingerprinting for new hires
• Maintains teacher certification information
• Maintains updated personnel files in compliance
• Maintains filing system as well as set of locked confidential files.
• Process Out-of-Field Waivers and documents same on Excel spreadsheet
• Maintain Time and Attendance for non-exempt employees and approve final payroll report
• Leave of Absence/FMLA - Act as liaison between employee and HR
• Workers Compensation Accidents/Incidents - Act as ongoing liaison between employee and HR until the incident is resolved/closed.

Finance Duties:

• Handling of MSB software. Posting field trips and events for payment, invoicing
• students, providing payment reports and follow up for sports, clubs, events,
• Jeans Day and other student fees/activities with Sponsor individual. This
• includes inputting proper accounting codes for each fee.
• Maintains accurate information for Accounts Payable sending invoices to CSA for
• Handling of Principal Internal checking account, including submission of manual
• checks to CSA office for posting.
• Assisting in obtaining W-9 and vendor registration forms for new vendors, if
• Submission of employee expense reports to CSA for payment processing.
• Processing parent reimbursement/refunds, if applicable.
• Handling deposits for internal, operational, aftercare and food service account, if
• Handle PEX card compliance and receipt submission
• Create school purchase orders via SAGE Intacct and provide necessary
• information to support purchase orders.
• Support Principal to obtain quotes for grant requests, if necessary.
• Provide qualified teacher list for the Classroom Teacher Supply Program.

Overall:

• Performs such other tasks and assumes such other responsibilities as the Director/Principal may from time-to-time assign.