Prep School Office Manager

OFFICE MANAGER

Job Description:

Established in 1990, and serving our community for 35 years, we are a nationally accredited, high-quality Early Childhood Education Program looking to fill the position of Office Manager. Our Office Manager is an integral part of our Administrative Team and is responsible for the overall management and organization of specific Front Office and Administrative duties. The Office Manager’s responsibilities greatly contribute to the smooth, successful, and efficient operations of our program. They interact with the Program Director, Assistant Director, parents, teachers, and students daily and directly report to the Program Director. The Office Manager is usually a prospective family’s first impression of our program, either via phone call or in-person. Therefore, we are looking for an individual who not only possesses the skills below, but who is also warm, friendly, professional, organized, well-informed, and detail-oriented!

Please send a Cover Letter and Resume if you are interested in being considered for this position.

Responsibilities include (but are not limited to):

· Experience in a preschool and/or elementary school environment with an understanding of the unique and varied dynamics that occur in this setting.

· Excellent communication skills with the ability to effectively articulate and express oneself.

· Excellent time management skills, with the ability to respond to the need for certain tasks, analyze the importance of different tasks, and prioritize accordingly on a daily basis.

· Greet parents, students, staff, and visitors in a warm, friendly, positive, knowledgeable, professional manner.

· Answer the telephone and provide the caller with appropriate information and/or take messages.

· Make phone calls to families regarding necessary follow-up on enrollment paperwork, outstanding tuition payments, account charges/balances, and other appropriate information.

· Prepare professional, thoughtful, and thorough written correspondence using email and our communication app (Brightwheel) using correct format, punctuation, spelling, proper grammar, and appropriate/necessary details.

· Collect and record receipt of all monthly tuition, including schedule modifications, single-day charges, and outstanding balances.

· Oversee the ordering of office supplies and specific school/classroom supplies from our Staples account and inform the Director accordingly.

· Communicate regularly with our Owner / Executive Officer regarding enrollment numbers, monthly projections, tuition collection, outstanding balances, etc.

· Ability to multitask effectively, efficiently, and gracefully in an active environment, maintaining a professional, calm composure at all times.

· Proficient in a variety of Computer Skills: Word (document creation/editing), Excel (creating and maintain worksheets), Publisher (creating Monthly Newsletters/Flyers/Invitations), Email/Microsoft Outlook (creating and maintaining distribution lists, send emails as necessary to families/staff/vendors/etc.), familiar with functions in Settings, and ability to troubleshoot various needs on the computer.

· Proficient with GoDaddy: creating, managing, and deleting staff email addresses.

· Ability to maintain school database (Brightwheel) which is used for family information, enrollment details, program placement, collecting/managing tuition, and creating reports as needed.

· Proficient in Website management: ability to coordinate general updates to our website to keep it up-to-date with current information (calendars, newsletters, special events, etc.), and manage job inquiries.

· Maintaining complete, organized, and detailed student files that are in compliance with the requirements of the California Department of Social Services: Community Care Licensing Division.

· Submit the requirements for Annual Immunization Reporting.

· Proficient understanding and ability to troubleshoot a Commercial Grade Printer/Copier.

· Have reliable attendance for the weekly schedule committed to upon hire.

· Perform other duties as requested by your Director based on the needs of the program.

· Adhere to our Attitude Policy at all times (see Handbook, section 6.1), maintaining a positive contribution to the program and work cooperatively and respectfully with all co-workers.

· Agree to abide by the NAEYC Code of Ethical Conduct and Statement of Commitment.

· Respectfully communicate needs/thoughts/feelings/concerns with the Director if and when needed and avoid negative conversations with co-workers.

· Adhere to Pacific Prep School’s Personal Appearance/Dress Code Policy at all times.

· Adhere to Pacific Prep School’s Uniform Policy by wearing your school-provided Apron when working with students.

· Serve as a Mandated Reporter and report any suspicion of child abuse or neglect to the Director for follow through.

· Participate in required Professional Development opportunities.

Computer Skills Required:

· Word - document creation/editing.

· Excel - creating and maintain worksheets.

· Publisher - creating Monthly Newsletters/Flyers/Invitations.

· Settings - ability to troubleshoot various needs on the computer.

· Email/Microsoft Outlook - creating and maintaining distribution lists, send emails as necessary to families/staff/vendors/etc.

· Proficient with GoDaddy - creating, managing, and deleting staff email addresses.

· Ability to maintain school database (Brightwheel) which is used for family information, enrollment details, program placement, collecting/managing tuition, and creating reports as needed.

· Proficient in Website management: ability to coordinate general updates to our website to keep it up-to-date with current information (calendars, newsletters, special events, etc.), and manage job inquiries.

Education:

· Completion of a Bachelor’s Degree (preferred), or Associates Degree(required).

· 12 units in Early Childhood Education/Child Development (preferred).

· A minimum of 3 years experience in administrative skills in a school setting.

This is a 5-day per week, full-time, hourly position. Hours are approximately 8:00–4:00pm. Eligible to receive and accrue company benefits.

We are seeking candidates who are professional, personable, friendly, positive, organized, well-spoken, enthusiastic, and motivated with excellent communication skills, who have the ability to multi-task and work efficiently in an active environment. Candidates must be in alignment with the overall philosophy of Pacific Prep School.

*Live Scan/Background Fingerprint Clearance and Valid TB test will be required*

Job Type: Full-time

Pay: $20 - $25 per hour

Benefits: Health Insurance, Paid-Time Off, 401K

Schedule: Monday to Friday 8:00-4:30pm (approximate hours)

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $25