Office Manager – School

Job Summary

• Position: Office Manager
• Reports to: Principal
• Classification: YRS (12 months), Full Time, Exempt
• Salary Range: $64,480-$86,825
• Location: ACE Esperanza Middle School

We are seeking a highly personable and organized Office Manager to become a part of our team. The Office Manager (OM) leads people and initiatives related to the onsite operations for their school site, executes critical priorities, and creates and refines systems to facilitate efficiency and share best practices across ACE’s campuses. The OM oversees the support and daily supervision of critical operations functions including front office support, facilities, food service and transportation, and works with the CMO’s Operations Team to execute ACE’s vision and strategy for school-based operations, ensuring high‑quality operational systems to support teaching and learning.

• School Site Operations Management
  • Manage scheduling, functions, and workflow for school’s operations staff, including Office Assistants, Food Services and Janitorial staff.
  • Maintain a high level of communication around appropriate issues with School Administrators and the Central Office.
  • Lead or partner with the School Administrator on the school’s communication to families.
  • Collaborate with other Office Managers and Operations Managers to normalize, problem‑solve and maximize efficiency and effectiveness.
  • Ensure that all operations staff provide high‑quality customer service to all stakeholders that arrive on campus.
  • Oversee the tracking, organization and availability of school assets including classroom, office supplies, textbooks and technology.
  • Manage day‑to‑day relationships with key vendors including food service, office supplies, transportation, custodial services and district partners.
  • Collaborate and support school events, including planning and coordinating logistics, establishing staffing plans and ensuring project plans are carried out as necessary.
• Student Information Management
  • Oversee the execution of new student orientations and other welcome events that ensure initial intake of students and collect all data necessary for internal and state reporting.
  • Review all incoming cumulative folders, IEPs, 504s, SSPs and ensure any special needs and circumstances are identified to administration.
  • Ensure that all data in the SIS and New Student Registration System is entered, updated and maintained with the highest level of accuracy including staff and students’ demographic data, master schedules, attendance and other critical information.
  • In collaboration with the school leadership team and CMO staff, ensure compliance reporting via CALPADS and CBEDS is completed accurately.
  • Submit all mandated reports on time and accurately, including backup documentation for reports.
  • Complete the End of Year and Start of Year process for Power School, and train other staff members in Power School as requested.
  • Coordinate the school transfer process for students who intend to transfer in and out of ACE schools.
  • Manage the new student enrollment process to ensure new families are supported and registration forms are accurate and complete.
  • Manage students' immunization records and ensure they are up to date with State Guidelines.
  • Act as McKinney‑Vento and foster youth liaison for the school site, train and oversee the accuracy of data.
• Attendance & Compliance Reporting
  • Oversee the daily attendance process and create systems to ensure efficient monitoring of absences and tardies.
  • Record absences, verify teacher attendance submissions, call families for unexcused absences.
  • Oversee weekly attendance reports and ensure teachers verify and sign reports.
  • Oversee the Independent Study request and accounting process for qualifying students.
  • Oversee the truancy process including Attendance Review Board, run truancy reports, and communicate with parents when necessary.
  • Ensure accurate processing of all state and county attendance reports.
  • Collaborate with the admin team on any compliance reporting that is needed, including CBEDS, CALPADS, District Authorize rs, WASC, and other state and federal requirements.
  • Submit accurate attendance reports to our authorize rs and state by their…