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Office Manager SP/ ENG

WHO WE ARE:

At ACE, we build optimism as a first step to lifelong success.

Since 2008, ACE has launched and operated excellent charter schools in urban San Jose with one goal: our students, by the end of their time in ACE’s middle and high schools, will confidently choose to be the first in their family to attend and graduate from a four-year college or university.

YOUR IMPACT:

ACE is looking to bring on classroom leaders who are committed to providing great schools to the students who need them the most. The successful applicant will be aligned with ACE’s model, be highly motivated, thoughtful in their approach and maintain high expectations for underserved students in high-need communities. ACE teachers and school leaders must capitalize on the hope sparked by our Culture of Optimism with an academic program that helps students move from hoping they will get to college to expecting that they will succeed there. ACE’s first graduating class sent 77% of scholars to local CSU and UC’s.

WHAT YOU’LL DO:

School Culture & Leadership

  • ​Welcome and provide high quality customer service to all stakeholders
  • Ensure front office/site is orderly and professional at all times
  • Actively Participate in School Site Leadership Team
  • Opening School 30 minutes before school starts
  • Day to day front desk and teacher/School leader support for ongoing daily school needs
  • Visitor Welcome Tours
  • Local school site fundraiser tracking
  • Requesting Subs and managing sub plans & placement of subs in class or coming up with backup plan incase subs cancel –
  • Delegate Supervision and Sub needs

Student Enrollment & Records​

  • Oversee the execution of enrollment seminars and new student orientations that ensure initial intake of students and collects all data necessary for internal and state reporting
  • Oversee the process to request student cumulative folders and IEP's 
  • Review all incoming cumulative folders and IEP's and ensure every student can legally attend school and that any special needs are identified and met by the school
  • Coordinate student transfer out process including administration of student survey, collecting outstanding student fees, and data collection and reporting

Student Information Systems

  • Ensure all student demographic data is entered into SIS in an accurate and timely manner
  • Generate reports needed for NCLB compliance via CALPADS including student and staff demographics, class courses and sections, English Language Learners and other State and Federal requirements 
  • Submit all CALPADS, CBEDS and other mandated reports on time and accurately.  Complete and file backup documentation for reports
  • Maintain Current knowledge of PowerSchool and its functions. Train other staff members in PowerSchool as necessary

Attendance Accounting

  • Ensure accurate processing of all state and country attendance reports (20 day reports, P1, P2 & PA) via CWA reports and Principal Appointment Attendance Software
  • Oversee daily attendance process and create systems to ensure efficient monitoring of daily absences and tardiness. Includes recording of absences on Attendance Log Sheet, verifying teacher attendance submission by period, making phone calls home to unexcused absences and running truancy reports
  • Implement Truancy process including Attendance Review Board
  • Oversee accurate implementation of Independent Studies process, with particular focus on maintaining records for audit trail
  • Ensure teachers are taking attendance on a daily basis
  • Ensure weekly attendance reports by teacher are printed, have teacher signatures and are filed on campus
  • Monitor student attendance on a weekly basis and generate Truancy notifications and sent to parents of students with excessive absences
  • Entering daily attendance – Tardies, Early PU, Abs & Calls home, Reminding Ts to take attendance
  • Procurement and purchasing support including credit card and check request process support

National School Lunch Program

  • Act as the liaison to the school site's food service provider and oversee the food service staff
  • Ensure verification is completed on time and accurately and that verification report is submitted through CNIPS
  • Coordinate annual bid process for lunch vendors
  • Ensure food is ordered from vendor on time each week
  • Collect funds and bill students who do not qualify for Free or Reduced Lunches
  • Manage all meal payments, ensure that student balances are updated
  • Ensure that all necessary safety precautions are followed in and around the serving of food (allergies are documented, EPI Pen present if/when necessary, etc.)
  • Ensure that all students have a Lunch ID within the first week of enrollment

Site Safety

  • School safety compliance
  • First line of defense for school site facility issues (utilities, vandalism, district interaction, etc.)
  • Collaborate with Operations Manager to train staff on site safety plan
  • Ensure evacuation maps, fire extinguishers and emergency supplies are in each classroom and common space
  • Verify drills are completed on schedule and log all drills and submit to Central Office
  • Administer first aid to students with injuries and log any incidents on Incident Form
  • Coordinate first aid and CPR training for staff

WHAT YOU’LL NEED:

  • A deep commitment to the ACE mission and passion for our students and families.
  • Bachelor’s degree preferred with at least 1+ years’ experience in a fast paced environment
  • Bilingual in Spanish/ English required
  • Promote a positive college going environment
  • Computer proficiency with Google Mail, Google Calendar, Dropbox, Word and Excel.      
  • Genuine passion for providing outstanding service to external and internal stakeholders
  • Dynamic, engaging, professional with a positive attitude with the ability to work with a sense of urgency in a fast-paced environment
  • Excellent verbal, written and interpersonal skills with a strong attention to detail and exceptional
  • An ability to exercise critical thinking through ambiguous problems
  • Strong decision making ability, attention to detail, and ability to prioritize appropriately

COMPENSATION & BENEFITS:

  • Salary: DOE
  • Full-time, Non-Exempt position
  • At-Will Agreement

TO APPLY:

  • Apply on the ACE Charter Schools website www.acecharter.org/ace-careers/
  • Schedule your Preliminary Phone Screen
  • Onsite Interview and school tour

PRIOR TO EMPLOYMENT:

Once an offer has been extended, a candidate must meet the following criteria to receive a final agreement:

  • Employment Eligibility
  • Criminal Background Check
  • Valid TB Clearance
  • References delivered to rtabares@acecharter.org
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