Office Manager


Amy Biehl High School is a public charter high school located in the heart of downtown Albuquerque. Designated as one of the top 2022 Small Business Places to Work, ABHS strives to be a supportive and collaborative work environment. ABHS is currently looking for a new office manager to join our team as our current manager retires. Ideally, the new hire will start
March 27th for our fourth quarter, so they are trained by our current Office Manager for a smooth transition.


The Office Manager is responsible for maintaining a welcoming and high functioning front office environment under the supervision of the Dean Students.

40 hours per week
220 days per year
7:30 am to 4:00 pm work schedule
The salary band is $40 to $45,000 depending on experience

This position is a part of the front office administration team.  It requires effective communication with students, parents and staff.


Responsibilities include, but are not limited to:


Office Management:

  1. Work with the Registrar to organize and coordinate office operations and procedures in order to ensure efficient front office services and effective maintenance of office records.

  2. Interface with the public:

    • Answer the front office phones
    • Update the school answering machine and check messages regularly
    • Greet visitors and assist them with signing in and contacting staff members who
      they are visiting.
  3. Ensure that staff mailboxes are updated and safeguarded

  4. Receive all mail, packages, deliveries and faxes:

    • Sign for delivered packages and confirm contents of packages as needed
    • Route packages to appropriate staff member
    • Give all invoices and/or packing slips to the Finance Director
    • Distribute mail to staff mailboxes
    • Distribute all received faxes to staff mailboxes
  5. Inventory new books and inform appropriate staff member to pick them up from the office

  6. Order copy paper and supplies for teachers and staff as needed:

    • Submit purchase orders to Finance office
  7. Human Resources:

    • Conduct background check process with staff and volunteers
    • Download background check reports and forward to the Executive Director for
      review and signature
    • Distribute new hire paperwork packets to new staff members
    • With the Finance Director, facilitate new hire orientation
  8. Maintain the internal staff directory, distribute updated directory to staff

  9. Recruit, train and supervise front office parent volunteers

  10. Maintain and file historical documents, open house, lottery and communications

School Operations:

  1. Work with the Recruitment team to coordinate the school’s lottery selection process:

    • Assemble materials for 8th grade (incoming 9th grade) open house
    • Coordinate lottery applications from parents and accept completed applications
    • Notify parents that student was drawn in lottery, or placed on waiting list, via mail, prepare and mail acceptance letters
    • Manage the database (wait list), pre- and post-draw
  2. Work with Registrar to coordinate incoming student registration:

    • Collect student personal and medical information as well as emergency contact information
    • Obtain student immunization records and birth certificates; work with Charter School Nursing
  3. Student Nutrition:

    • Distribute free-and reduced lunch applications to parents
    • Collect Completed applications, review for completeness and determine student lunch status
    • E-mail determination letters to parents
    • Perform the application verification process; notify parents by mail of status change after verification
  4. Student Attendance:

    • Manage Student and Visitor Management System
    • Assist parents and students with early sign-out
    • Check attendance line and record absences in PowerSchool
  5. Send out school-wide messages via School Reach, as needed

  6. With the Dean of Students and the Registrar, coordinate opening and closing the school at the beginning and ending of each day and at the end of every quarter

  7. Assist with school-wide distribution of report cards and other parent and staff
    correspondences

  8. Check mail daily: Coordinate emptying of mailbox over break

  9. For substitute teachers:

    • Approve daily time sheets and put in Finance Director’s mailbox
  10. Support the school lunch program:

    • Count students in the lunch line and report to the Finance Director.
    • Enter lunch transactions on student accounts in PowerSchool that day
    • Front Office receipt lunch money payments
    • Manage the lunch line: ensure staff working the line are trained in line
      management
  11. Receipt incoming checks and count and receipt incoming cash

  12. Know the School Safety Plan responsibilities, including fire drill and lockdown procedures

  13. Distribute student work permits upon student request

  14. Distribute and collect student elevator keys daily

  15. Assure the front office and the workroom are organized

  16. Attend staff meetings as needed

  17. Occasional weekend or evening support for special events (such as Open House)

Other:

  1. This position will be assigned a before-school, after-school or lunch-time duty
  2. Other duties as assigned

Skills:

  1. Detail Oriented
  2. Exceptional interpersonal communication skills
  3. Bi-lingual (English/Spanish) a plus
  4. Exceptional organizational skills
  5. Exceptional computer skills
    • Google suite
    • MS Word
    • MS Excel
    • PowerSchool a plus
  6. Proficiency in typing
  7. Efficient operation of telephone system

ABHS is an Educational Retirement Board Employer. Benefits include supplementary health, vision, dental, and life insurance. Ten days of sick/personal leave each school year.


Please submit to jobs@abhs.k12.nm.us:

Resume
Application
At least one letter of recommendation

Applicants must able to successfully complete a background check.


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