Office Manager - Valor Academy Elementary School

Position Title: Office Manager

Department: Non Instructional

Reports to: Dean of Operations

FLSA Status: Non-Exempt, Full-Time, 12 month (year round) role

ABOUT BRIGHT STAR SCHOOLS: Bright Star Schools is a premier charter management organization, operating 9 public schools in Los Angeles. Since 2003, Bright Star Schools has been offering a high-quality public education that incorporates unique and innovative programs, aiming for all of our students to be prepared for college and life. Our mission is to provide holistic, inclusive support for all students to achieve academic excellence and grow their unique talents so that they find joy and fulfillment in higher education, career, and life.

Key Responsibilities (include but are not limited to the following):

Attendance

• Ensure completion of daily student attendance reconciliation and weekly attendance reporting.
• Verify that teachers take/submit attendance correctly within the first 10 min of class
• Reaching out to teachers who have not submitted attendance within the expected time frame.
• Clear student absences with documentation provided
• Conduct outreach to families of students who are absent and document appropriately
• Inputting daily tardies to ensure accurate and up-to-date attendance
• Verifying all early releases and documenting in Aeries
• Reconcile daily student attendance after the required periods of the day.
• Retrieve digital weekly attendance forms, obtain teacher signatures via Docusign, and file them accurately and in a timely manner.
• Generate SART reports to identify individuals who require a follow-up call.
• Collaborate with Admin and Counselors in the SART process to conduct outreach and communication to families, such as Attendance Panel Hearings.

Compliance & Student Records

• Maintain and securely manage student cumulative records.
• Update and maintain emergency binders and attendance rosters monthly to ensure compliance with emergency drill protocols.
• Create student cumulative record folders for new students.
• Update student cumulative records each year and throughout the year as needed.
• Process student records requests received within the allotted 10 day period
• Submit requests for (copies) student cumulative records for all new students after their first day of attendance.
• Ensure records are stored in a secure, locked location and maintain a log of all individuals who access them.
• Filing of all necessary student records documentation in appropriate folders
• Purging of end of the year files and scheduling of off-site cumulative record pick up after 5 years

Enrollment & Registration

• Support the Enrollment team to ensure all families complete the enrollment process
• Support families with enrollment process by collecting and completing any missing forms, including immunization records and birth certificates/passport and transcripts, last report card
• Develop proficiency with SchoolMint to be able to inform families of their enrollment status
• Oversee student Enrollment/Registration for all new and late enrollees
• Oversee and review Registration process to follow up with parents/guardians who are missing paperwork
• Familiarize yourself and communicate immunization requirements to families
• Communicate with data team when students are ready to be scheduled
• Processing withdrawal forms in Aeries, submit withdrawal to LAUSD, and to the data department.
• Collaborate with administration & Enrollment throughout any withdrawal processes to ensure projected enrollment is up to date

Aeries/Student Information System (SIS)

• Accurately input and update student data in Aeries.
• Conduct data queries and generate various reports from Aeries as needed.
• Maintain accurate and up-to-date student records.
• Develop proficiency in Aeries to effectively retrieve and interpret student information.

Front Office & Visitor Management

• Ensure the front office and visitor lobby are clean, organized, and welcoming at all times.
• Submit order requests and maintain full stock of front office materials and ensure all required postings are current.
• Ensure student and parent forms are printed, stocked, and available as needed.
• Oversee office equipment (copiers, printers, phones) and support troubleshooting issues
• Ensure the completion of all office responsibilities
• Greet and assist all visitors, ensuring a warm and professional welcome.
• Manage the visitor check-in/out process, ensuring compliance with school safety protocols (e.g., issuing badges, confirming appointments, notifying staff).
• Operate and monitor visitor check-in technology (e.g., Verkada).
• Serve as the first point of contact for in-person and phone inquiries with care and a high level of professionalism.
• Promptly answer and direct phone calls, take messages, and return calls as necessary.

Student Services

• Provide basic first aid and support to students with injuries or illnesses.
• Process student injury reports and submit them via Charter Safe and update appropriate staff
• Communicate with families regarding student health needs or when a student needs to go home.
• Assist in connecting students with counselors or administrators as needed.

Staff Support

• Promptly report all staff injuries to the Human Resources Department
• Assist administrators with Substitute check-in/out processes daily.
• Assist the Assistant Principal as needed to ensure seamless classroom coverage.
• Provide substitutes with necessary materials (keys, technology, safety and emergency procedures and instructions binder), and direct them to classroom or appropriate staff.
• Inform substitute teachers of check out procedures, and collect materials from substitutes upon check out.
• Clearly communicate office policies and updates to staff and substitutes.
• Provide timely copy and print services in respect to submission deadlines.

Communication & Document Management

• Manage school-wide communications via ParentSquare.
• Communicate reminders and updates to families periodically, and as needed.
• Handle incoming/outgoing mail and packages, ensuring proper routing and timely responses.
• Print and distribute certificates, report cards, and other school-related documents.
• Respond to and process parent document requests, including enrollment verification and report card reprints.
• Translate and distribute school communications as needed.

Finance

• Collect and document payments (cash, check, credit card), issue receipts, and prepare funds for secure pickup.
• Maintain an organized and secure location for all collected funds.
• Maintain accurate records for financial audits or reports.
• Complete and send collection forms and supporting documents to the Finance Department.

Collaboration

• Partner with leadership, teachers, and other staff to support school-wide operations, events, and office initiatives
• Coordinate with administrators, custodial, IT, and operations teams to ensure smooth day-to-day function
• Attend bi-weekly office meetings and Office Community of Practice (CoP) meetings.
• Support with school events as needed
• Support with additional duties as directed by administrator when school is short staffed

Skills/Qualifications:

• Bilingual (English/Korean or English/Spanish) required
• Trilingual (English/Spanish/Korean) preferred
• Ability to manage multiple tasks, priorities, and deadlines in a fast paced environment
• Excellent verbal and written communication skills
• Effective communication and interpersonal skills for engaging with multiple stakeholders.
• Customer service-oriented mindset.
• Capable of meeting deadlines with minimal supervision.
• Proficiency in Google Suite (Google Drive, Docs, Sheets, Gmail, Calendar)

Physical Requirements:

• Must be able to lift and carry up to 30 lbs.
• Ability to stand, walk, and move for up to 90% of the shift.
• May require bending, reaching, and repetitive movements.

Education/Experience:

• High School Diploma or GED.
• Minimum 3 years customer service experience, charter school setting preferred.

Compensation and Benefits

Salary: Placement on the Bright Star Schools’ Office Manager salary scale is based on years of experience. Starts at $25/hour.

Status: Full-Time, Non-Exempt, 12 month (year round) role

Location: Arleta, CA

Benefits: Health, dental, vision, life insurance, personal time off (PTO), 403b Sponsored Plan, Disability Insurance, Paid Holidays