School Office Manager

The Emerson School; Portland (OR); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player in education seeks a dedicated School Office Manager to ensure smooth daily operations at a vibrant K–5 charter school. This role is crucial for managing front office tasks, student records, and financial tracking while fostering a welcoming environment for families and visitors. The ideal candidate will possess strong organizational skills, proficiency in essential software, and a warm communication style. Join a collaborative community that values respect and relationships, and play a key role in supporting students and families in a meaningful educational experience.

Qualifications

• Proficiency in Microsoft Office and QuickBooks Online is essential.
• Strong organizational and multitasking abilities are required.
• Experience in front office or customer service roles preferred.

Responsibilities

• Manage front office operations and school communications.
• Oversee student records and compliance with local regulations.
• Coordinate the school lunch program and vendor contracts.

Skills

Microsoft Office (Excel, Word)

Adobe Acrobat

QuickBooks Online

General IT Skills

Organizational Skills

Customer Service

Confidentiality and FERPA Guidelines

First Aid and CPR Certification

Job description

POSITION OVERVIEW

Emerson is a vibrant K–5 tuition-free charter school in downtown Portland where every child is known, supported, and engaged in meaningful learning. In addition to comprehensive literacy and math instruction, students participate in project-based learning that connects them to the broader community and brings curriculum to life.

The School Office Manager (OM) is the heart of Emerson’s daily operations and a vital partner in supporting a well-functioning, student-centered school. Reporting directly to the School Administrator, the OM is responsible for managing front office operations, school communications, student records, financial tracking, and key compliance processes. This role requires strong organizational systems, attention to detail, excellent interpersonal skills, and a proactive, solutions-oriented mindset.

As the first point of contact for many families and visitors, the OM sets the tone for a welcoming, professional, and inclusive school environment. The OM also plays a central role in managing the school’s admissions process, lunch program, vendor coordination, and basic IT support—ensuring smooth, responsive service to students, families, and staff.

PRIMARY RESPONSIBILITIES

Administrative & Student Records

• Maintain accurate and confidential records including enrollment, attendance, health records, and family contact information.
• Serve as Registrar, managing the annual school lottery process, maintaining waitlists, and ensuring timely and clear communication with families about admissions status.
• Ensure compliance with local and state requirements for student data and recordkeeping.
• Prepare reports and documentation for audits and other compliance measures.

Reception & Communication

• Greet visitors, answer phones, and manage daily front office operations.
• Maintain visitor logs and ensure appropriate safety protocols are followed.
• Distribute school-wide newsletters, announcements, and donor/grant communications.
• Support new and prospective families by coordinating information sessions, tours, and communication around enrollment.

Finance & Operations

• Perform daily bookkeeping using QuickBooks Online.
• Track school spending and maintain accurate records of financial transactions.
• Prepare purchase orders and maintain inventories of consumable and non-consumable supplies.
• Assist in the preparation of financial documents for the annual audit.

School Lunch Program

• Oversee the entire lunch program including vendor contracts, ordering, daily service, and eligibility applications for free/reduced price meals.

Technology & Facilities

• Provide basic IT troubleshooting and support for school systems including the website, phones, copier, and office equipment.
• Maintain accurate inventory of all school assets, including capital and non-capital equipment.
• Support facility-related coordination and manage basic office maintenance needs.

Health & Student Supervision

• Supervise students in the office who are ill, taking a break, or awaiting pickup due to disciplinary or health reasons.
• Communicate with parents or emergency contacts to arrange student pickup.
• Provide playground or classroom supervision as needed.

Personnel & Volunteers

• Maintain a current list of substitute teachers and assist in scheduling.
• Submit payment and paperwork for volunteer background checks.
• Provide clerical support to school staff as needed.

QUALIFICATIONS & REQUIRED SKILLS

• Proficiency with Microsoft Office (Excel, Word), Adobe Acrobat, and general office software
• Experience with QuickBooks Online and sound bookkeeping practices
• Strong general IT skills, including basic troubleshooting and website updates
• Exceptional organizational and multitasking abilities
• Professional, warm, and welcoming communication style with both children and adults
• Experience in front office or customer service roles required
• School or educational environment experience preferred
• Ability to lift and carry 30–50 pounds safely
• Must understand and uphold confidentiality and FERPA guidelines
• First Aid and CPR certification (or willingness to obtain upon hire)
• Must pass a criminal background check prior to employment

ADDITIONAL INFORMATION

This is a salaried, year-round position with scheduled school breaks as outlined in the annual calendar. While some responsibilities continue during breaks, there is flexibility for portions of this work to be completed remotely, in coordination with the School Administrator.

The Emerson School is a collaborative, inclusive community that values respect, responsibility, and relationships. The School Office Manager plays a critical role in upholding this mission and ensuring a safe, supportive, and efficient school environment.

As part of Emerson’s commitment to a positive, relational school culture, all staff—including the Office Manager—receive training in Positive Discipline practices. This professional development supports consistent, student-centered approaches across the school community.