• Job Description

  Req#: OFFIC004105

  SPECIFIC RESPONSIBILITIES

  • Oversee the daily operations of the school building helping to develop and maintain a safe work/school environment.
  • Establish, maintain and revise record keeping and filing systems.
  • Manage all building functions including communicating with maintenance department, contractors, HVAC heating and A/C system, education/office fixtures, furniture and supplies.
  • Manage financial functions such as processing and coding billing invoices, petty cash, purchase orders, processing payroll, collecting timesheets and documents to process
  • Ordering all school supplies and materials via our system, COUPA and accepting/tracking deliveries, entering received orders into COUPA.
  • Assist all teachers, staff, and administration in all aspects of the school operations and building maintenance/compliance.

  QUALIFICATIONS

  • High School Diploma
  • Valid New York State Driver’s License
  • Proficient in Microsoft Office, Word, and Excel.
  • Excellent organizational and technical skills and ability to learn new software/programs
  • Prior experience as office manager or related role

  RELATIONSHIP WITH OTHERS

  In addition, employees need to possess the following characteristics:

  • Be team players.
  • Have a strong sensitivity to cultural differences present among staff and clients within our organization.
  • Neat and proper attire
  • Excellent communication and organizational skills

  SCOPE OF RESPONSIBILITY

  • Accept and screen phone calls; routes calls, open, sort, review and distribute mail, copy materials and other correspondence; prepare responses to routine inquiries along with or in absence of school receptionist.
  • Monitor school cameras
  • Classify, sort and file correspondence, records and other documents
  • Perform assigned financial functions: Process/code all billing, invoices, petty cash, purchase order, and requisitions in a timely manner and coded in accordance with agency procedures, Payroll-prepare, process forward payroll; maintain payroll records, collect timesheets for clinicians and personnel
  • Maintain accurate inventory of all office supplies and place monthly orders accordingly
  • Point person for all appliance and building repairs, office equipment, submitting work orders to RJMCC maintenance team.
  • Obtain passwords for new personnel and monitor for all users in UKG and email
  • Maintain personnel records, contact information, and LMS for staff including annual physical/PPD and time off requests (personal day forms)
  • Assist in updating employee handbook/school orientation manual.
  • Assist in developing school calendar and distribution
  • Monitor employee timecards for accurate punching and requests and work with administration for processing payroll and approval in UKG.
  • File and maintain (current) copies of agency vehicle registration/insurance cards along with receptionist.
  • Work with other supervisors and the Director of Facility Operations to prepare and communicate contracts, estimates of time and materials required to accomplish jobs, manage building projects, submit work orders.
  • Ensure that continuous and closed loop communications take place with all requestors.
  • Maintain communication with SCO departments such as payroll, accounts payable, accounts receivable, legal, human resources, IT, etc.
  • Communicate backlog work orders regularly to Maintenance supervisor
  • Conducts visual inspections of completed work
  • Coordinate with Facility Grounds Manager and Maintenance supervisor and keep Principal and Assistant Principal informed of work plans and status
  • Assist with special event planning and setup
  • Order materials following department guidelines and follow purchase order procedures including monthly orders of paper goods, maintenance supplies, office supplies, personal hygiene/diapers, student snacks
  • Help to maintain Vehicle logbooks and scheduling repair appointments with receptionist
  • Supervise and inspect tasks related to the care, cleaning, and maintenance of structure, furniture, and fixtures
  • Maintain a thorough knowledge of the methods, practices, materials, and supplies used in the care and cleaning of buildings and fixtures
  • Monitor outside vendors in conjunction with the Facilities Department
  • Support the planning, purchase, and arrangement of furniture and overall facilities, classroom cleanliness, nutrition procedures etc.
  • Other building/office related duties assigned by Principal.

  Schedule and Hours:

  • 8:00 am to 3:00pm, Monday to Friday
  • School Calendar inclusive of 6-week summer program

  Qualifications

  Education

  Required

  High School

  Licenses & Certifications

  Required

  DRIVER'S LICENSE

  Equal Opportunity Employer
  This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

• About the company

  SCO gets young children off to a good start, launches youth into adulthood, strengthens families and unlocks potential for people with special needs. Extraordinary reach. Unconditional care. Life-changing results.

Notice