Office Manager

Job Title: Lower School Office Manager

Program: Administration

Reports to: Campus Operations Director

FLSA Status: Non-Exempt - 75% of full time

Date: September 2024

Position Summary

The Lower School Office Manager (Grades Pre K through 8) manages the front desk in the Lower School Office. This is a highly visible position, often being the first point of contact for the Shining Mountain Waldorf School Community. The Lower School Office Manager is friendly, organized, and professional in their phone, email and in-person communications. Master of working to multitask and manage multiple requests and responsibilities in a busy school office environment.

Essential Duties and Responsibilities

Greet and welcome students, parents, faculty, staff, and visitors to the SMWS campus creating a friendly and welcoming environment

Record student attendance, tardies and absences through Schoolpass and contact parents when necessary to follow up on absences, illness, or early dismissals

Attend to students sent to the office for injuries by providing appropriate minor first aid

Ensure the safety and security of school at all times, logging all visitors, student teachers, substitutes, service personnel, background checks for campus visitors through Schoolpass system

Support the Campus Operations Director with school safety policy and procedures; assist in execution of drills; maintain knowledge about all school emergency procedures

Organize and maintain the Lower School office with supplies

Knowledgeable of school campus activities - school events, school calendar, and class events

Answer, screen, and forward, telephone/voicemail/email messages

Perform other clerical duties such as filing, photocopying, maintain copier, schedule maintenance and repairs; monitor phone system, update scripted phone messages

Deliver messages to classrooms during the day

Monitor student sign in and sign out

Update and maintain information on campus bulletin boards schoolwide

Maintain classroom emergency documents

Assist with parent/teacher conference scheduling and registration for teacher professional development programs, such as February conference

Assist faculty with class trips and approval process including permission forms, schoolpass and driver safety checks - obtain current driver’s license and proof of insurance

Liaison with school database systems and point of contact for user questions

Coordinate communication with technical support of IT issues

Manage bookstore and point of sale system

Additional Responsibilities

● Ensure the reception area, bookstore, and entire LS office is orderly and professional with current school year information and display of artwork

● Distribute all incoming and outgoing mail; create and maintain mailroom organization

● Receive, log and route deliveries

● Manage lost items throughout campus, encourage pick up by displaying lost & found items throughout the school year

● In accordance with the SMWS philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in accordance to the duties listed on this job description

Qualifications

Experience in school office or similar environment preferred

Bachelor of Arts or Bachelor of Science degree preferred

Experience working with electronic record management required

Proficiency with Google Suite and other cloud-based software required

Knowledge of computers, internet, and customer relationship management platforms

Excellent communication skills both written and oral

Efficient and friendly demeanor to interact with students and adults

Professionalism in maintaining confidentiality

Works harmoniously with a diverse community

Knowledge and familiarity with Waldorf education and child development

Current CPR, First Aid, and Medication Administration certification (offered through SMWS)

Work Setting

● Fast paced school office environment - greeting, multi-tasking, and responding to requests

● Optimum School hours – Monday through Friday - 8:00 am to 4:00 pm

● This is a ¾ of full time position with primary hours focused on SMWS academic school schedule

● Daily hours follow our Lower School Class schedule - August through June

● This position is not expected to work during SMWS school calendar breaks:

(Fall Break, Winter Break, February conference, and the month of July)

● Moving around the SMWS campus - indoor and outdoor walking

● Occasional evening and weekend hours may be required

Salary, Benefits, Hours

● Hourly range $20.00- $22.00 per hour based on experience and qualifications

● This is a 75% of full time position - with full time daily hours during the SMWS academic school schedule

● Paid Holidays during working SMWS academic school schedule

● Personal Time off

● Colorado Paid Sick Leave - 1 hour for each 30 hours worked - up to 48 hours per year

● Employee benefits, including medical, dental, and vision insurance are offered for this position

● Eligible to enroll in the SMWS 401(k) plan (School matches are determined each fiscal year by our Board of Trustees and require 1,000 work hours during the fiscal year)

Physical Requirements

The physical needs described here are representative of those that must be met by an employee to successfully perform the Essential Duties and Responsibilities of this job. While performing the duties of this job, the employee is required to:

● Repetitive motions with the wrists, hands, and fingers

● Requires sitting and standing for extensive periods of time

● Requires corrected vision and hearing to normal range

● Requires bending and twisting, reaching high and low

● Talking, hearing, listening, and seeing

● Ability to lift and carry up to 25 pounds

● Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions

Shining Mountain Waldorf School is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, religion, gender, gender identity, disability, familial status, sexual orientation or national or ethnic origin, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment, where employees are treated with respect and dignity.

Interested candidates should send a cover letter, resume, and three references to hrmgr@smwaldorf.org.