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Office Manager

Who We Are
Cactus Park Elementary is the second school of the nationally-celebrated pilotED Schools network opening for the 2022-2023 school year. At Cactus Park Elementary, we strive to center the voices and experiences of our students and their families as we further the academic excellence, social identity development, and civic engagement of our students. From our daily identity-based curriculum to our on-campus farm, Cactus Park Elementary provides an inclusive, enriching lifestyle for our students and families to forever interrupt generational cycles of poverty.

What You’ll Be Doing
Serving as the “face” of Cactus Park Elementary, the Operations Assistant is the gatekeeper to our campus. Working closely with the School Principal, Business and Operations Manager, and Family and Community Coordinator, the Office Manager supports student and parent needs by managing student information, acting as parent/guardian liaison, and performing secretarial duties for the school.  The Operations Assistant reports directly to the Business and Operations Manager.

Roles/Responsibilities

Student Information Management

• Enroll and register new students;
• Alongside Family and Community Coordinator, maintain student attendance daily;
• Maintain and compile student records (health, academic) and ensure that all forms are updated and compliant.

Parent/Guardian Liaison

• Be the “face” of pilotED Schools and act on behalf of school administrators when necessary;
• When necessary, contact parents throughout the school day;
• Make appointments for leadership team members between parents/guardians and/or community members; 
• Greet and direct visitors.

Clerical Support

• Compile data from various sources (e.g. time sheets, budget reports, specialized reports, personnel records, reimbursements, etc.);
• Compose a variety of documents (e.g. correspondence, agendas, minutes, etc.);
• Manage a variety of projects (e.g. substitutes, work orders, Worker’s Compensation injuries, new teacher staffing, room assignments, etc.); 
• Collect and manage petty cash for various events (e.g. field trips, uniform, etc.);
• Execute day-to-day office duties (e.g. order supplies, make photocopies, sort mail, answer phone calls, take messages, manage master calendar, etc.).

Student Support

• Under parent/guardian permission, administer prescription medication to students; ensure students requiring prescription medication have completed all necessary forms. 

Office Staff Management (future)

• Help in hiring an Office Assistant; 
• Train and manage Office Assistant.

Qualifications

Mission Requirements

• Entrepreneurial mindset with a passion for creating systems, working as a team, and being a part of a growing organization;
• Quick-thinker, solutions-oriented, and thrives in a fast-paced environment with constant interruptions;
• Committed to meeting the needs of a diverse population including race, gender, ability, religion, sexual orientation, geography, and any other identity-based attributes;
• Committed to restorative justice and identity development approaches;
• Willingness to grow through ongoing constructive feedback and professional development;
• Committed to engage and/or lead in community and school events;
• Committed to build relationships with families and coworkers and create a dynamic environment.

Knowledge/Skill Requirements

• Associates Degree is required; Bachelor’s Degree is preferred;
• Willing to listen to parent/guardian concerns and problem solve on the sport;
• Expert-level written and oral communication skills;
• Strong office administration skills and ability to operate standard office equipment;
• Strong interpersonal and team building skills;
• Strong ability to work with flexibility;
• Strong attention to detail, excellent organization skills, and consistency in meeting deadlines;
• Experience working in urban environments;
• Ability to attend annual summer off-site professional development;

• Microsoft Office, PowerSchool, Google Suite proficiency;
• Language: English proficiency required; bilingual in Spanish preferred;
• Physical Requirements: While performing the duties of this job, the employee is regularly required to talk and hear.  The employee frequently is required to sit and reach with hands and arms.  The employee is frequently required to stand and walk.  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 ability to adjust focus;
• Must pass all federal and state background checks.

Salary & Benefits

• Compensation starts at $15/hour
• Holiday bonuses

Equal Opportunity Employer
pilotED Schools is an equal‐opportunity employer that actively seeks to hire and retain a diverse, passionate, and dedicated team. We do not discriminate on the basis of race, color, national origin, marital status, religion, sex, age, sexual orientation, disability, or any other protected status. All employment decisions will be made solely on the basis of the individual's qualifications as related to the requirement of the position being filled.