School Secretary/Office Manager

THE ORGANIZATION

BELIEVE Circle City (BCC) is an early college and career-focused high school that uses real-world experiences, societal norms and expectations to foster the academic achievement, autonomy, and agency needed to be a contributing member of our evolving society. BCC focuses on identity and leadership development, and explicitly develops our scholars and staff emotionally, socially, and culturally. BCC provides a rigorous curriculum filled with purpose-building experiences in service of creating dynamics for our scholars to flourish in their future pursuits.

OUR VISION

BELIEVE leaders will be equitable, independent, and influential citizens within their local and global community.

The Front Office Manager serves as the focal point for communication by mail, telephone and in person. They manage the flow of information within the school and will be responsible for maintaining all school records. The Front Office Manager also provides administrative executive level special projects support and performs secondary office duties. The Front Office Manager must be flexible, personable, and able to communicate the schools mission and vision, and possess the same core values that are part of the school. This position will also provide administrative executive level special projects support and perform secondary office duties.

Essential Secretarial Responsibilities:

• Create and maintain a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork;
• Manage business related processes as assigned by Leadership (purchasing/expenses, invoices, office supplies, shipping and receiving, etc.);
• Business related processes as assigned by Leadership (purchasing/expenses, invoices, shipping and receiving, etc.)
• Responsible for creating and maintaining a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork;
• Maintain all school records, including school schedule, student waitlist, attendance records, and school calendar;
• Responsible for recording, tracking and following up on student tardiness, excused absences and unexcused absences and providing this information to the proper personnel as required;
• Provide and/or manage enrollment efforts, including, but not limited to:
• Planning and implementing recruitment strategies to ensure that the school can meet its enrollment goals
• Developing and implementing recruitment strategies for prospective students including parent outreach, social media marketing, and alumni relations
• Understanding and applying federal laws, regulations, policies, and procedures related to student privacy, discrimination, and equal opportunity
• Developing and maintaining relationships with potential students and their parents to encourage enrollment in the school
• Developing and administering recruitment strategies that align with the school's branding goals
• Set up and maintain filing systems for students and staff;
• Locate and attach appropriate files to incoming correspondence requiring response;
• Locate and provide data as requested;
• Maintain appointments and event calendars;
• Coordinate meetings and events;
• Performs other duties as assigned;

Ability To

Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Leadership team in a variety of administrative matters.

• Perform public relations and communications services for the school leadership team.
• Maintain accurate financial and statistical records.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose correspondence independently.
• Type at an acceptable rate of speed.
• Complete work with many interruptions.
• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Operate a variety of office machines including laptop, calculator and copiers.
• Maintain good public relations with students, parents, teachers and the public.
• Meet schedules and timelines.
• Plan and organize work.
• Train and provide work direction to others.
• Compile and maintain accurate records, verify data and prepare reports.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.

Qualifications:

Required

• Bilingual (English and Spanish)
• High School degree or equivalency diploma;
• Minimum of 3 years of experience working in an school office management or high level secretarial position;
• Experienced with Google Suite
• Experienced with all office equipment (i.e. computers, copiers, scanners);
• Strong skills with word processing and spreadsheets;

Preferred

• Post-secondary training and coursework in office management preferred;

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work setting:

• In-person

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person