FRONT OFFICE ADMINISTRATOR OF DATA & PURCHASING

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

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