Front Office Manager

Interested Candidates, please send a resume and three references to Alicia Rheel, ***email_hidden***

Working under the supervision of the Head of School, the Front Office/Head of School Assistant is responsible for organizing and maintaining the daily operations of the front office while providing administrative support to the Head of School. This individual serves as the first point of contact for families, students, staff, and visitors and plays a key role in creating a welcoming, efficient, and professional environment. The Front Office/Head of School Assistant also manages the daily operations of the school's lunch program and supports a variety of school-wide operational needs. This is a full-time, 12-month position.

Responsibilities

Front Office Operations

• Keep the front desk organized and presentable with all necessary materials
• Greet and welcome students, families, visitors, and guests.
• Monitor building security by managing visitor check-in procedures and front door access.
• Maintain confidentiality of student, staff, and school records.
• Answer questions and direct concerns to the appropriate staff member.
• Answer incoming calls, route calls appropriately, and take messages as needed.
• Receive, sort, and distribute mail, packages, and deliveries.
• Monitor, sort, and forward emails as appropriate.
• Maintain office supply inventory and submit purchase requests when necessary.
• Support staff with copier and laminator maintenance.
• Maintain the organization of the staff room and supply closet.
• Organize and maintain lottery applications during the enrollment lottery period.
• Process daily attendance through the Student Information System.
• Maintain accurate student records and files.
• Process student record requests and ensure timely fulfillment.
• Assist students who report to the front office due to illness and determine appropriate next steps in accordance with school health policies.

Administrative Support

• Provide administrative support to the Head of School.
• Update and maintain contacts within the school's communication platform.
• Plan and coordinate teacher appreciation events and staff recognition activities as requested by the Head of School.
• Assist with additional administrative duties, including scheduling, travel arrangements, special projects, and other tasks as assigned.

School Lunch Program Management

• Manage the online lunch ordering system and ensure orders are accurate and submitted on time.
• Communicate with families regarding lunch ordering deadlines, reminders, program updates, and account questions.
• Coordinate Free and Reduced-Price Lunch applications and maintain confidential records in compliance with federal and state requirements.
• Receive, organize, and distribute daily lunch deliveries to classrooms.
• Serve as the primary liaison with lunch vendors to resolve issues, coordinate schedules, and communicate menu changes.
• Monitor participation, maintain accurate lunch records, and prepare reports as requested.
• Assist with program billing, reconciliation, and documentation as needed.

Qualifications

• High school diploma required; associate degree or additional administrative training preferred.
• Previous office management or administrative experience preferred.
• Familiarity with office equipment including printers, copiers, scanners, laminators, and other standard office technology.
• Proficiency with Google Workspace preferred.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Exceptional customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving skills with attention to detail.
• Ability to work independently while managing multiple priorities in a fast-paced school environment.

Island Montessori Charter School does not discriminate on the basis of race, color, religion, age, gender, sexual orientation, national origin or ethnicity, marital status, disability, military status, or other legally protected classifications.