OFFICE MANAGER at Whitehall Preparatory and Fitness Academy

Job title	Office Manager	Classification	Non-Exempt
Reports to	Principal	Organization Unit	Administration
Approved by	Human Resources	Effective date	5/8/2025

Job Purpose  

The School Office Manager is the gate-keeper of the school office, providing a warm and welcoming atmosphere for students, staff, parents and visitors. He or she also completes administrative tasks and supports the school administration.

Duties and Responsibilities  
Include but not limited to:
Domain A- Core Responsibilities

• Prepare for and manage all files needed for State and Federal audits, FTE audits, food audits, file reviews and CSADM audits for assigned school(s).
• Maintain and manage student files including student enrollment records, medical records, achievement records, and other appropriate student data as required (including, but not limited to, proof of residency, student immunizations, birth certificate, social security number, and proof of custody).
• Must request and obtain a COMPLETE student file for all new students that had attended a previous school or educational facility.
• Work in conjunction with EMIS Coordinator, Administrative Coordinator, and Grade Books/Attendance Coordinator regarding audits, attendance, data submission, and record keeping.
• Monitor and submit McKinney-Vento paperwork for homeless students per the McKinney-Vento Homelessness Assistance Act.
• Keep accurate records of food service reimbursements for the Federal Food Service Program. Track, maintain, and report Free and Reduced Lunch programs in a timely manner.
• Coordinate and assist student transportation with local transportation departments.
• Administer medication, only if required, and only as expressly outlined in Student Handbook. Keep all medications locked and maintain all medical documentation, including, but not limited to, notes and records of each time medication(s) is dispensed/administered, name(s) of all medications administered, dosages, parent consent letters, doctors’ consent letters, etc. No over the counter (ie., Tylenol, Neosporin, Advil, Motrin, other) or other medications may be dispensed to students or staff even without express written consent of a physician.
• Serves as school “gatekeeper” for all student records. OM must maintain and require a sheet for staff to sign in and sign out all office files. All requests from school districts for student records must be complied with within 48 hours.
• Mails home all pertinent letters to parents and students as required by Principal and Superintendent, including, but not limited to, summer enrollment confirmation letters, open house notifications, HQT letters, Title I program notification letters, “Dragon Grams”, student absences/truancy notifications
• By November 1st, Kindergarteners and 7th graders have submitted all appropriate immunization records that meet the State of Ohio Department of Health’s immunization schedule.
• By November 1st, K-1 students have received all necessary vision and hearing screenings to meet State requirements ODH Vision screening requirements and ODH Hearing screening requirements.

• Domain B- Time Management
  • Generate enrollment reports weekly, student-in-seats reports weekly, lunch reports monthly. Provide regular enrollment updates as needed to the Superintendent and Principal.
  • Ensure that all pertinent forms are received in the office within 2 weeks of student start date.
  • Answer school phones in a timely and professional manner. Ensures school voicemail is accurate and current.
  • Return all parent inquiries for enrollment applications within 24 hours. Mail out all parent requests for enrollment applications within 24 hours.
  • Request and submit records in a timely manner.
  • Turn in enrollment and withdrawal forms in a timely manner to the EMIS Coordinator.
  • Ensure that all parents have completed and submitted accurate, timely free and reduced lunch questionnaires, and submit them in a timely manner to EMIS Coordinator and Business Office as requested.
  • Calls families of absent children by 10:00 a.m. each day to confirm/report all student absences --- follows up with appropriate agency for chronic truants or students whom absences are not confirmed, ie. local police department, Child Find, county Children’s Services Agency, etc.
  • Issues tardy notices to ALL students that arrived after the district set time.
  • Keeps office hours per employment contract.
• Domain C- Professionalism
  • Refrains from “gossip”, sharing salary, student disability or medical condition, or any other personal, financial, medical or similarly sensitive information with staff, parents, and/or students.
  • Maintains clean, uncluttered work area and creates/maintains attractive entry area or waiting area for parents and visitors at all times.
  • Follows school dress code at all times.
  • OM is to NOT engage in student discipline, nor to solicit students for help with filing sensitive documentation, records with identifying student information, nor is OM to solicit students to run errands, make copies, or leave class without express permission from the Principal.
• Domain D- Dependability
  • Assist Principal with preparations for all parent informational meetings, Board meetings hosted at the school, Principal meetings hosted at the school, other meetings.
  • Maintain and order approved office supplies within allocated budgets.
  • Ensure safety and security of the building by requiring that ALL VISITORS SIGN IN AND CHECK IN AT THE OFFICE BEFORE PROCEEDING THROUGH THE BUILDING, INCLUDING VOLUNTEER(S), PARENT(S), VENDORS, OTHERS. Ensure that parents or others do not visit classrooms (particularly when agitated) without an appointment or express consent from the classroom teacher or Principal.
  • Read and understand all policies outlined in the staff handbook and student handbook/code of conduct.
• Domain E- Communications and Relationships
  • Send home regular parent truancy notices for chronically and habitually truant students.
  • OM must IMMEDIATELY report to principal and intervention specialist(s) upon receipt of any new or updated medical, special education, IEP, 504 plan, or similar records received from a parent, guardian, or school/school
    District.
  • Provide regular enrollment updates as needed to the Superintendent and Principal.
  • Ensures accuracy of Intent to Return (ITRs) at all times as families communicate change in their status.
  • Ensure that all student records pertaining to students with disabilities are communicated to principal and Intervention Specialist(s) upon receipt of information. OM must date and initial all paperwork as it is received.
  • Forward all inquiries from any news media (radio, television, newspaper, other) directly to the Superintendent. Notify the Superintendent and Principal immediately upon calls, visits or inquiries.
  • Understands and implements positive, de-escalation strategies with unhappy parents, vendors, staff, students, others and never escalates a situation unnecessarily. Remains courteous and calm at all times in person or on the phone.
  • Reports parent or other complaints immediately to the Principal. Uses appropriate documentation/form to report how complaints were resolved and to whom they were referred. Makes serious complaints known immediately to the Superintendent.
  • Maintains positive relationships with all stakeholders in the school, including parents, guardians, staff, students, community organizations, the school’s Sponsor/Authorizer, management team members, the Principal and Superintendent, ODE reps, etc.

Qualifications

• Minimum of high school diploma or equivalent.
• At least two (2) years of experience in business management or a similar field preferred.
• Bilingual both written and verbally in Spanish/English preferred but not required.
• Satisfactory completion of federal and state required criminal history checks.

Knowledge, Skills, Abilities and Personal Characteristics  

• To perform this job successfully an individual must have knowledge of Microsoft Office Suite, (Word, Excel, OneNote, Power Point) and a familiarity with Google Workspace and other Performance Academies School Systems software programs.
• Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors
• A courteous and pleasant personality
• Strong organizational skills for multitasking and prioritizing responsibilities
• Must possess sensitivity to confidential information and hold a high standard of integrity
• Work with courtesy, tact, and diplomacy in dealing with others, and the ability to work as part of a team
• English usage, spelling, grammar and punctuation
• Business letter and report writing techniques
• Business office telephone techniques and etiquette
• Basic math used in an office environment
• First aid and CPR procedures
• Principles of leadership, office organization and management, public relations, and training.

Working Conditions  

• Ability to travel when requested.
• Dexterity to operate computer keyboard, mouse and to handle other technology related components.
• On-Call availability

Physical Requirements  

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk to hear.
• The employee is frequently required to walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee is occasionally required to stand.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.