Front Office Manager - Phoenix School of Roseburg

Front Office Manager - Phoenix School of Roseburg

Phoenix School is seeking a detail-oriented, organized, and proactive individual to serve as our Front Office Manager. Under the supervision of the Executive Director and Principal, this position is responsible for providing a wide range of essential clerical and administrative support to the school’s leadership and staff. Key responsibilities include maintaining accurate student records, assisting with daily office operations, and supporting general school processes.

The ideal candidate will possess strong computer skills, proficiency in office applications and data entry, and the ability to manage receptionist duties with professionalism and efficiency. This role involves managing multiple tasks under time constraints and requires the ability to work independently with minimal supervision while handling the daily pressures of a fast-paced environment.
Opening: Full-time, salaried position. Annual contract July 1 through June 30—225 contract days per year.
Application Period: Open until filled. Applications will be reviewed as they are received.
Assignment: 40 hours per week, scheduled between the hours of 7:00am and 4:00pm, Monday through Friday
Salary: $15.47 - $31.26 per hour, depending upon experience.
Benefits: Retirement at 6% of annual earnings (employer paid)
Individual Health Insurance Health Savings Account (employer paid)*
Individual Dental Insurance (employer paid)*
Individual Accident and Life Insurance Coverage (employer paid)*
7 Sick 2 Personal leave days prorated based on date of hire
*Subject to a 30-day enrollment period at beginning of following month

Position Requirements:

• Demonstrated desire to work with high school students.
• Strong customer service skills with the ability to communicate professionally with students, families, and partner organizations in person, by phone, and via email.
• Excellent oral and written communication skills; able to explain information clearly and effectively to a diverse audience in non-technical terms.
• Proven ability to work independently, take initiative, and collaborate effectively as part of a team.
• Ability to remain calm under pressure and meet tight deadlines.
• High school diploma or GED required, with a minimum of two years of relevant experience in typing, general clerical work, or training—or an equivalent combination of education and experience.
• Must be a U.S. citizen, national, or lawful permanent resident.
• Must be willing to submit to and pass a drug test, which may be conducted randomly.
• Must successfully pass a fingerprint-based criminal history background check.
• Willingness to obtain, or current possession of, valid First Aid and CPR certification.
• Regular and reliable attendance is essential.
• Maintains strict confidentiality regarding student, family, staff, and school-related information.

Preferred Qualifications:

• Associate degree or equivalent work experience.
• Familiarity with FERPA and confidentiality policies regarding student records.
• Experience coordinating with athletic departments and/or school extracurricular programs.
• Previous supervisory experience
• Experience working in a school setting is strongly preferred.
• Competent in computer usage and able to use standard school software (such as Synergy) and Microsoft Office Suite. Previous use of accounting software.

Duties and Responsibilities:

• Perform a variety of general office duties, including answering multi-line phones, ordering and maintaining inventory of supplies, data entry, typing, copying, filing, sorting, and handling incoming and outgoing mail.
• Provides comprehensive administrative support to the building principal, including preparation of presentations, newsletters, publications, and budget tracking, as well as managing calendars, coordinating travel and room arrangements, and handling correspondence with staff, parents, students, and community members.
• Create a warm, welcoming atmosphere for visitors, parents, students, and staff in the main office; provide assistance as needed, including issuing guest badges, bus passes, and directing individuals appropriately.
• Administer medical protocols for students and provide first aid to students and staff, ensuring a safe and responsive environment.
• Maintain accurate student records, including attendance, report cards, athletic eligibility, and registration documentation.
• Support the collection and tracking of student fees, fundraising contributions, and other school and program-related accounts.
• Assist with the planning, coordination, and execution of school events and activities.

Marginal Duties and Responsibilities:

• Troubleshoot office equipment and coordinate maintenance, services, and supplies for devices such as copiers, fax machines, and postage meters.
• Complete required in-service and online training courses and attend all relevant staff meetings.
• Report concerns or incidents to the appropriate authorities as necessary.
• Provide coverage for other staff during breaks and lunch periods.
• Serve as a mandatory reporter of suspected child abuse, in compliance with legal requirements. Reports must be made to the Child Welfare Office or law enforcement agency. If the child is known to be part of the District, a report must also be made to your supervisor.

Supervisory Responsibilities:
All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Vision abilities: close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Ability to sit and operate a computer and view a computer screen for prolonged periods of time.
• Ability to perform repetitive data entry requiring a high level of finger and hand movements.
• Ability to function where there is pressure, frequent interruptions, and in an atmosphere which may be stressful.
• Ability to make frequent trips from desk to counter, files, and other locations in the office and building.
• Ability to lift boxes of varying weights and move packages from desk to floor and from floor to desk.
• Regularly required in an 8-hour day, to sit for 5-8 hours and to stand, walk, or move around for 1-4 hours.
• Regularly required to talk and hear.
• Ability to hear the telephone ring and to hear and respond to inquiries from visitors and callers.
• Regularly required to use hands to finger, handle or feel objects, tools or controls.
• Regularly lift, move or carry up to 25 pounds; occasionally lift, move or carry up to 50 pounds.
• Frequently required to stand or walk (occasionally on an uneven surface), reach with the hands and arms, stoop, and/or bend.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is a standard office setting, including standard office equipment (fax, copier, phone, computer, 10-key, etc.). The noise level in the work environment is usually low to moderate and occasionally high. May be exposed to bloodborne pathogens.

Other:
NOTE: Position description is subject to change. This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. Phoenix School of Roseburg may add to, modify, or delete any aspect of this (or the position) at any time as it deems advisable.

About Phoenix Charter High School:
Originally established in 1981 as an alternative school, Phoenix Charter School is an award-winning public school in the Roseburg School District and is open to all students in Douglas County. Serving an enrollment of 200 at-risk students, grades 8-12. Our school has a designed facility sited on a picturesque twelve-acre campus in east Roseburg, OR. We have outstanding community support and are recognized regionally for our innovative approach.

Phoenix Charter High School is a public school which is a subsidiary corporation of Phoenix School of Roseburg, a private, non-profit charitable organization. Information is available at our nonprofit’s website, www.roseburgphoenix.com, and our charter school’s website, https://phoenix.roseburg.k12.or.us/.

Application Process:
1. Apply through Applitrack HERE.
2. The school will provide timely notification to candidates whether they are selected for an interview.
3. After an initial round of applicants are interviewed, the position will be offered or remain open until filled.

Questions about the position?
Contact Christie Wuerst, HR Manager., at (541) 673-3036 x1122, cwuerst@roseburgphoenix.com