Middle School Bilingual Office Manager (SY 24-25)

Capital City is looking for innovative, experienced, and passionate staff members! 

At Capital City, we challenge the status quo every day. Our staff are skilled, compassionate, solutions-oriented, and unwavering in their commitment to give children of all ages, all backgrounds, and all abilities the education they need to thrive. If you want to help prepare the next generation of changemakers, apply today!

This role is a 12-month position, which is non-exempt and therefore eligible for overtime pay under the provisions of the Fair Labor Standards Act.

Why work at Capital City?

• Work hard and achieve results, together! At Capital City, staff members work on collaborative teams that grapple with challenges, celebrate successes, and support and learn from one another.
• Diversity, equity, and inclusion aren’t just buzzwords. We believe the diversity of our staff and the students we serve is our greatest asset. We take seriously the responsibility to achieve equity for our students and build a culture where staff engage in dialogue about race and work to build an inclusive culture.

About the Position:

The Office Manager position is critical to the operation of the school and the duties are many and varied. The following is a general list of the responsibilities of the position. The Office Manager reports to the Principal.

The responsibilities of an Office Manager include:

Reception

• Greet visitors to Lower, Middle or High School campuses and direct them to their destination
• Answer telephones between the hours of 8:00 a.m. and 4:00 p.m., ensuring that staff members get urgent messages
• Check voice messages daily or whenever there is a message
• Ensure that visitors and callers feel welcome; assist in establishing the school as a caring and inviting learning community

Attendance 

• Monitor daily student attendance, ensure that teachers submit attendance in Rediker daily
• Update daily attendance sheets when students arrive tardy
• Receive and keep track of all messages from parents informing about that day’s absences
• Contact parents of any students absent without parental notification by 9:30 a.m.
• Collect excused absence notes from teachers and update attendance to reflect valid excuses
• Update attendance rosters as needed to reflect current enrollment
• Submit attendance sheets weekly to teachers for review and signature
• Enter all attendance data in the system required by the Public Charter School Board
• Periodically check the system to ensure data is accurate
• Generate other required attendance reports as needed, for Annual Report, student progress reports, and other purposes
• Work with the School Psychologist to monitor students with attendance issues

Interaction with Students

• Support the mission and philosophy of Capital CIty Public Charter School
• Attend to students in need of assistance
• Reinforce and remind students of school rules
• Assist teachers with monitoring students as needed. This might include helping to walk students to where they need to go, calling the parents of a sick child, or covering a classroom temporarily in the event of an unexpected staffing gap

Interactions with Parents

• Help to ensure that parents feel welcome in our building
• Assist families needs or support them with campus related . 

Support to Spanish-Speaking Families and Community Members

• Translate front office notices and materials into Spanish as needed
• Assist visitors or parents in Spanish as needed
• Serve as a general resource for Spanish-speaking families

Enrollment & Admissions 

• Collect residency documentation of all returning students in respective campuses before May 1. Serve as the main point of contact for returning families during the enrollment process.
• After May 1st, follow up with returning families that have not completed the enrollment process.
• Collect and organize registration information for returning students; note what is missing; follow up with families who have not provided required information

Student Records 

• Maintain student records; ensure that files are organized and containand accurate list, which tells the contents of the file
• Promptly file materials for student records (within 24 hours)
• Respond to requests for records submitted by parents or others schools; record contents should only include the following: registration information, progress reports, and test scores
• Respect confidentiality or student records at all times; student records should not be left out in plain view; file cabinets should be locked every night and when unattended
• Ensure that individuals viewing files sign the logbook
• Copy and distribute relevant student information to teachers
• Maintain database of student information

Office Equipment and Supplies 

• Monitor the use of office equipment including the copiers and fax
• Call for service of copiers when needed
• Fill and file basic supply requests by administrative staff
• Notify principal of concerns about supply requests
• Provide non-routine supply requests to principal for approval
• Prepare orders for office supplies to ensure that basic supplies remain stocked

Mail 

• Prepare mailings as needed
• Handle all incoming documents and forms to the front desk

Food Service and Lunch Procedures 

• Lunch Duty: support lunch attendance in the cafeteria 

Front Desk Organization 

• Develop systems for organizing the physical space and operations of their desk/office. 
• Assume primary responsibility for maintaining their office desk systems throughout the year
• Notify other administrative staff of changes to the locations of front desk files and materials storage
• Periodically check to ensure that necessary documents and materials are available (forms binder, front office trays)
• Instruct volunteers and staff members on office procedures

Communications to Families

• Maintain a list of Capital City families who do not have email access
• Maintain a list of Capital City families who need communication in another language
• Ensure front office communications are translated into Spanish
• Meet weekly with Principal and other staff to go over what needs to be communicated with families the following week and month

Desired Qualifications:

Qualifications: Associate’s degree required, Bachelor’s degree a plus. Strong oral and written communication skills in English and Spanish are a must. Candidate must be organized, flexible, detail-oriented and able to multitask. Candidate should be friendly, professional, and comfortable interacting with a variety of people including adults and children. Prior office experience, including familiarity with office systems such as student databases, Microsoft Excel, and word processing is essential.

Spanish proficiency is required.

In addition to the above requirements, staff members must meet the requirements of all hires at Capital City including a criminal background check.

About Our School

Capital City was founded in 2000 and currently serves a diverse population of about 1,000 students across PK-12th grade. We have been recognized as a model for social, emotional and academic development. Our program emphasizes a commitment to diversity and equity, a strong inclusion model and the integration of arts into the curriculum. We are a credentialed EL Education Mentor School (https://eleducation.org/) in the national network of over 150 schools. Through this model, teachers craft long-term learning expeditions that connect learning to the real-world and incorporate projects, research, fieldwork, and service to support students in meeting rigorous standards. Learn more at www.ccpcs.org.

Capital City is an equal-opportunity employer. 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 requirements of the position being filled.