FRONT OFFICE ADMINISTRATOR OF DATA & PURCHASING

About the position

The position involves a variety of responsibilities centered around purchasing, inventory management, student records, compliance, data management, and receptionist duties. The individual will provide financial oversight, ensure adherence to financial policies, and manage procurement processes. They will also coordinate communications among staff and families, oversee student documentation, and maintain accurate student records. Additionally, the role includes creating a welcoming front office environment and supporting school leadership in various administrative tasks.

Responsibilities

• Provides financial oversight and ensures school-wide proper adherence to financial policies and procedures.
• Follows fiscal policies regarding procurement and vendor payments, including the appropriate completion of purchase orders and approval of vendor invoices.
• Identifies needs and places orders for office supplies, educational materials, and other necessary items.
• Keeps track of inventory levels and reorders items as necessary to avoid shortages.
• Maintains accurate records of purchases, invoices, and receipts for financial tracking and auditing purposes.
• Ensures that all purchasing activities comply with school policies and regulations, including obtaining necessary approvals.
• Establishes and maintains relationships with vendors and suppliers and ensures timely delivery of goods.
• Communicates with teachers and staff to understand their supply needs and prioritize orders accordingly.
• Coordinates staff communications.
• Coordinates student/family communications.
• Coordinates student entrance/exit procedures.
• Oversees purchasing and procurement.
• Manages business office form processing and management.
• Maintains visitors logs.
• Leads on the collection of all student documentation.
• Manages enrollment paperwork process and communication with parents around enrollment.
• Manages absence tracking: records, tracks, and follows up on student tardiness, excused absences, and unexcused absences and provides this information to the appropriate school official as required.
• Manages student records for new students, withdrawals, etc.
• Works with FirstLine Compliance Manager to ensure integrity of student demographic data.
• Collaborates with Application Manager to ensure effective implementation and use of site data systems.
• Anticipates, identifies, and resolves various technology obstacles to ensure success of overall data collection and analysis.
• Collaborates with FirstLine staff to design and implement network-wide data collection, analysis, and dissemination programs that promote data driven decision making at the site level.
• Ensures quality of data entry process, including data collection and input.
• Works with school personnel to maintain integrity and accuracy of student cumulative files.
• Works with site based and network staff to develop and collect staff, student, and parent survey data.
• Works with the counselor and other school personnel to ensure that students are scheduled effectively and efficiently.
• Creates and maintains a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork.
• Greets and announces all school visitors appropriately.
• Assists guests in utilizing the LobbyGuard system.
• Checks the LobbyGuard system for any 'VOID' issues with visitors.
• Uses proper telephone etiquette and directs calls appropriately to school staff.
• Provides needed assistance to and communicates effectively with leadership and school staff.
• Is attentive, patient, and fair with students, staff, and families.
• Treats parents and other visitors as valued and respected customers.
• Supports school leadership with parent and community meetings by arranging meetings, follow up communications, etc.
• Leads on obtaining feedback post-meetings in order to continuously improve.

Requirements

• High school diploma/Associate's or Bachelor's degree.
• Familiarity with office equipment such as computers, fax machines, calculators, and photocopiers, as well as word processing and spreadsheet programs.
• Passion for improving educational opportunities for urban students and for building a strong, mission-driven organization.
• High level of proficiency in Microsoft Word and Excel.
• Excellent communication and interpersonal skills.
• Takes initiative and is solution-oriented.
• Excellent computer skills including school databases.
• Commitment to FirstLine Schools' mission, vision and growth.