Office Manager

Position Summary: The Office Manager at Valley Inquiry Charter School is a crucial role responsible for overseeing the daily operations of the school office, ensuring efficient administrative support, and managing the school's financial activities. This position requires a highly organized and detail-oriented individual capable of handling a wide range of tasks, including school audits, payroll processing, and financial management. The Office Manager serves as a central point of contact for students, parents, and staff, ensuring excellent customer service and smooth school operations.

Job Duties and Responsibilities

Office Administration

• Manage and coordinate daily office operations, implementing procedures to improve efficiency and compliance.
• Maintain accurate records, including student files, staff records, and official school documents.
• Handle all school correspondence, communications, and scheduling for school administrators and board of governors.
• Ensure compliance with district policies and state regulations.
• Assist in the hiring and processing of school staff.
• Manage employee records and ensure adherence to school policies and employment laws.

Financial Management

• Oversee the school’s financial operations, including processing payroll, managing accounts payable and receivable.
• Prepare and assist with the school’s budget, ensuring tracking and reporting of all expenditures.
• Handle school audits, ensuring all financial records are accurate and compliant with regulatory standards.
• Manage school funds, including processing payments and reconciling school’s finances on a monthly basis to ensure all transactions are accurate and up-to-date.

Customer Service

• Provide exceptional customer service to students, parents, and staff, addressing inquiries and resolving issues efficiently.
• Serve as liaison between the school, district, administration, board, and PTC.
• Coordinate and manage school events, meetings, and conferences.

School Operations

• Manage inventory and order office supplies as needed, ensuring the school is well stocked and organized.
• Ensure the school’s compliance with safety regulations and school policies.
• Oversee the maintenance of office equipment, including troubleshooting issues and coordinating repairs.

Attendance and Enrollment

• Oversee student attendance records, ensuring accurate and timely reporting of attendance data.
• Communicate with parents and guardians regarding student attendance issues and policies.
• Manage the charter school lottery process, ensuring compliance with state regulations and school/district policies.
• Coordinate enrollment and registration processes, maintaining accurate and up-to-date student records.

Qualifications

• High school diploma or equivalent required.
• Bachelor’s Degree and additional education or training in office management or a related field preferred.
• Experience in an office setting, preferably within a school environment.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in office software, including word processing, spreadsheets, and email.
• Knowledge of financial management practices, including payroll, accounts payable, and account receivable.
• Ability to manage multiple tasks and work under pressures.
• Experience in managing audits and ensuring compliance with regulatory requirements.

Skills

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally and confidentially with staff, parents, and students.
• Financial Acumen: Proficiency in managing school finances, including payroll, budgeting, reconciliations, and audits.
• Leadership: Ability to motivate school staff and foster a positive work environment.
• Technical Skills: Proficiency in using office software and equipment, with a willingness to learn new technologies.
• Problem-Solving: Strong problem-solving skills, with the ability to address issues promptly, independently, and effectively.

Benefits

• Competitive salary
• Health insurance reimbursement
• Oregon Public Employees Retirement System
• Paid time off
• Professional development opportunities

Job Type: Full-time

Pay: $21.00 - $30.24 per hour

Benefits:

• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Language:

• Spanish (Preferred)

Ability to Relocate:

• Salem, OR 97305: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $30