Roots and Wings Community School, Office Manager

Description: The RWCS Office Manager is a dynamic position that is the “Gatekeeper” of the school. This multi-faceted position combines the duties of Receptionist, Business Manager Assistant, Registrar, and Health Assistant in a small, close-knit community of up to 60 students and 10 full-time staff. The Office Manager is part of the administrative team and must be flexible, focused, able to multi-task, personable, and meet deadlines daily. Pay: $18.50/hr for year-round position

To Apply, please send a letter of interest and a resume to Office Manager Search at HC 81 Box 22, Questa, NM 87556, or email office.manager@rwcs.org with "Application for Office Manager" in the subject line.

Office Manager Job Description

Employment Details:

Job Title: Office Manager: Receptionist, Registrar, Health Assistant

Supervisor: Head Administrator

Licensure Required: Health Assistant – NM PED (can be obtained on the job)

FLSA Status: Non-Exempt

Job Category: Non-Certified, 12 Month Position

Type: Full-Time Pay: $18.50/hour.

Description: The RWCS Office Manager is a dynamic position that is the “Gatekeeper” of the school. This multi-faceted position combines the duties of Receptionist, Business Manager Assistant, Registrar, and Health Assistant in a small, close-knit community of up to 60 students and 10 full-time staff. The Office Manager is part of the administrative team and must be flexible, focused, able to multi-task, personable, and meet deadlines daily.

Role and Responsibilities Receptionist Related Duties

• Prioritizes and executes a wide variety of tasks in a timely and efficient manner.

• Establishes and maintains professional relationships with parents, community, school visitors, and vendors.

• Performs receptionist duties, including being the first point of contact for visitors to campus.

• Assure visitors have properly signed in and shown ID and are authorized to be on campus.

• Receives incoming phone calls and transfers to the appropriate extension or takes a written message.

• Complete routine clerical duties such as making copies, filing, and processing outgoing mail.

• Maintain a clean and organized lobby, front office, and personal workspace.

• Responsible for after-school office traffic, including calling parents of students who have not been picked up, answering parent/student questions, and monitoring students who are waiting to be picked up.

• Maintains supplies for fax machines, copiers, phone systems, postage stamps, and other office and school equipment.

• Schedule and Coordinate with photography vendor for student and staff picture day.

• Provide duty coverage in classrooms, school grounds, hallways, and lunchrooms at a time and location assigned by the Head Administrator.

• Coordinate with Lead Bus Chaperone to ensure chaperones are available daily for Blue Bus.

• Send out alerts and notifications for school closures, bus issues, need for early dismissal, special events, and the Weekly Update.

• Update website and social media sites as needed. Business Manager (BM) Assistant Duties

• Order supplies from approved vendors

Interact with vendors to get necessary documents (ex., W-9, quotes, invoices) Tracks deliveries, verifies and collects packing slips, and distributes them promptly to appropriate recipients.

• Receives and keeps accounting of funds from staff, activities, cafeteria, and other funds.

• Works with new employees and contract employees to process HR intake, including background checks and creating personnel files.

• Manage employee timesheets and submit them to the BM for payroll processing.

• Manage requisitions and provide them to BM for processing, ordering, receiving, and dealing directly with vendors.

• Receive and collect invoices for weekly submission to BM, manage accounts payable files, and mail checks.

• Collecting money and receipting for funds received.

• Creating bank deposits and ensuring deposits meet the 24-hour rule.

Registrar Related Duties:

• Maintaining student information confidentiality, according to the Family Educational Rights and Privacy Act (FERPA) and other applicable policies, rules, and statutes.

• Responsible for registering new students, including lottery applications, online registration, collecting required documentation from parents/guardians, and sending records requests to other schools and agencies.

• Create, maintain, and archive cumulative files for students with all required documentation for the period required by applicable policies, rules, and statutes.

• Notify the Head Administrator when documents regarding custody, guardianship, restraining orders, and other legal documents are received.

• Ensures that legal and health documentation alerts are entered into the student information system.

• Notify all staff when a new student enrolls and notify all appropriate staff if the student has any additional needs or requirements (IEP, ELL, Allergies, etc.).

• Enters and maintains student, staff, and contractor information in the student information system.

• Responsible for beginning and end-of-year tasks in the student information system, including setting up calendars and class rosters, updating staff records, and other required items.

• Responsible for student withdrawals, including processing records requests received from other schools.

• Create and maintain a contact list of students and families for all staff to access on Google Drive.

• Creates letters of academic standing, discipline, and attendance records for students.

• Review lottery applications and approve students who are eligible for the lottery for the upcoming school year.

• Maintains the waiting list for students not placed in the lottery and offers available spots to students as soon as they become available.

• Responsible for working directly with our Data Management Organization (DMO) to submit accurate 40/80/120/End of Year and all other state-required reporting in the NOVA system, including the transition from STARS to NOVA.

• Liaisons with DMO to respond to requests by the Public Education Department related to required state reporting.

• Liaison with the DMO, the Head Administrator, and the Business Manager to review and certify 40/80/120/End of Year and all other state-required reporting. Health Assistant Duties

• Assist students with any 1st Aid or related issues, including illness, injury, change of clothes, etc.

• Administer, store, and monitor required student medications under Health Assistant guidelines.

• Receive annual first aid and CPR certification and training.

General Duties:

• Complies with local, state, and federal rules and regulations.

• All communications to families and staff are to be reviewed and approved by the Head Administrator before distribution.

• A flexible weekly schedule may be worked to accommodate evening and weekend school activities, up to 4 events per school year.

• Other duties as assigned by the Head Administrator.

Qualifications and Education Requirements:

• Must have a minimum of a high school diploma or equivalent.

• Effective written and verbal communication skills.

• Possess a valid New Mexico driver’s license and insurance.

• Must apply and receive clearance for an FBI background check by an agency approved by the school.

Preferred Skills:

• Interpersonal skills with diverse populations in person and on the telephone.

• Flexibility, organization, decision-making, and problem-solving skills.

• Knowledge of RWCS community, computer systems, financial and legal requirements.

• Proficient use of Microsoft Office and Google products.

• Ability to meet deadlines, prioritize tasks, work independently, and coordinate with others.

• Ability to demonstrate initiative and perform assignments with accuracy and attention to detail.

Job Type: Full-time

Pay: $18.50 per hour

Schedule:

• Monday to Friday

Work Location: In person

Salary : $19