Front Office Administrator: Data & Purchasing

About FirstLine Schools

In 1998, FirstLine Schools started the first charter school in New Orleans. FirstLine now operates several PreK-8th grade schools. Our mission is to create and inspire great, open admissions public schools in New Orleans.

We do this by:

• Ensuring college and career readiness for all students, as demonstrated by achievement, aspiration, love of learning, and confidence
• Providing a rich variety of education experiences to nurture our students’ character, health, and active citizenship
• Developing the skillfulness of our team members
• Building a sustainable organization that facilitates our long-term success
  
  

Our faculty is a diverse and talented group dedicated to our students’ success and to their own growth as teachers. Our schools are led by leaders who hold themselves accountable for student achievement and teacher development.

Position Summary:

The Front Office Administrator OF Data and Purchasing is responsible for building a welcoming environment for families, staff, and visitors. The FOA manages the school’s image through the front office. In addition, the FOA is responsible for inventory, data management, and administrative assistance.

Position Responsibilities:

Purchasing

• Provides financial oversight and ensure school-wide proper adherence to financial policies and procedures
• Follows fiscal policies regarding procurement and vendor payments, including the appropriate completion of purchase orders and approval of vendor invoices
• Identifying needs and placing orders for office supplies, educational materials, and other necessary items
• Keeping track of inventory levels and reordering items as necessary to avoid shortages
• Maintaining accurate records of purchases, invoices, and receipts for financial tracking and auditing purposes
• Ensuring that all purchasing activities comply with school policies and regulations, including obtaining necessary approvals
• Establishing and maintaining relationships with vendors and suppliers and ensuring timely delivery of goods
• Communicating with teachers and staff to understand their supply needs and prioritize orders accordingly
  
  

Inventory and Office Management

• Coordinates staff communications
• Coordinates student/family communications
• Coordinates student entrance/exit procedures
• Oversee purchasing and procurement
• Manages business office form processing and management
• Maintains visitors logs
  
  

Student Records

• Leads on the collection of all student documentation
• Manages enrollment paperwork process and communication with parents around enrollment
• Manages absence tracking: records, tracks, and follows up on student tardiness, excused absences, and unexcused absences and provides this information to the appropriate school official as required
• Manages student records for new students, withdrawals etc
  
  

Compliance / Data Management

• Works with FirstLine Compliance Manager to ensure integrity of student demographic data
• Collaborates with Application Manager to ensure effective implementation and use of site data systems
• Anticipates, identifies, and resolves various technology obstacles to ensure success of overall data collection and analysis
• Collaborates with FirstLine staff to design and implement network-wide data collection, analysis, and dissemination programs that promote data driven decision making at the site level
• Ensures quality of data entry process, including data collection and input
• Works with school personnel to maintain integrity and accuracy of student cumulative files
• Works with site based and network staff to develop and collect staff, student, and parent survey data
• Works with the counselor and other school personnel to ensure that students are scheduled effectively and efficiently
  
  

Receptionist

• Creates and maintains a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork
• Greets and announces all school visitors appropriately
• Assists guests in utilizing the LobbyGuard system
• Checks the LobbyGuard system for any “VOID” issues with visitors
• Uses proper telephone etiquette and directs calls appropriately to school staff
• Provides needed assistance to and communicates effectively with leadership and school staff
• Is attentive, patient, and fair with students, staff, and families
• Treats parents and other visitors as valued and respected customers
• Supports school leadership with parent and community meetings by arranging meetings, follow up communications, etc
• Leads on obtaining feedback post-meetings in order to continuously improve
  
  

Requirements

Education & Experience:

• High school diploma/Associate’s or Bachelor’s degree
• Familiarity with office equipment such as computers, fax machines, calculators, and photocopiers, as well as word processing and spreadsheet programs
• Passion for improving educational opportunities for urban students and for building a strong, mission-driven organization
• High level of proficiency in Microsoft Word and Excel
• Excellent communication and interpersonal skills
• Takes initiative and is solution-oriented
• Excellent computer skills including school databases
• Commitment to FirstLine Schools’ mission, vision and growth
  
  

Desired Qualities & Characteristics:

• Believe in every student’s ability to achieve in a rigorous college or career prep curriculum
• Achieve results based on agreed-upon expectations
• Take personal responsibility
• Highly detail-oriented
• Collaborate effectively with a range of stakeholders
• Share a commitment to creating great schools in New Orleans
• Strong written and verbal communication skills
• Model the FirstLine values of Service, Learning, Collaboration and Results
  
  

Physical Requirements:

Must be able to perform all required job functions with reasonable accommodations, if necessary.

FRONT OFFICE ADMINISTRATOR, DATA reports to: School Leadership

How to Apply: Please apply online via: http://www.firstlineschools.org/careers

Salary is competitive and commensurate with experience. FirstLine Schools offers a comprehensive benefits package with a generous 403b plan.

FirstLine Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.

Powered by JazzHR

vBIdGFrVTG