Office Coordinator

Job Summary
We are seeking a detail-oriented and proactive Office Coordinator to manage our office operations efficiently. The ideal candidate will be responsible for overseeing administrative tasks, ensuring smooth front desk operations, and providing support to various departments, including human resources. This role requires strong organizational skills and the ability to multitask in a fast-paced environment.

Responsibilities

• Manage front desk operations, including greeting visitors and handling inquiries with professionalism.
• Oversee administrative tasks such as scheduling appointments, managing calendars, and coordinating meetings.
• Assist in human resources functions, including onboarding new employees and maintaining employee records.
• Maintain organized filing systems for both physical and digital documents.
• Supervise office clerks and coordinate their daily activities to ensure efficiency.
• Develop and manage budgets for office supplies and administrative expenses.
• Implement effective phone etiquette when handling incoming calls and messages.
• Support various departments with clerical tasks as needed, ensuring timely completion of assignments.
• Work with school leadership to meet goals, create a welcoming and team-oriented atmosphere, and build an open and honest culture in line with Menlo’s values

Perform administrative support functions such as:

• Preparing reports
• Filing
• Processing incoming and outgoing mail and packages
• Coordinating meetings and events
• Maintaining calendars
• Maintain appropriate levels of office supplies and other material inventory
• Place orders for approved materials
• Log and report issues about office equipment & technology
• Maintain meal count lists and communicate monthly food calendars
• Actively participate in school staff meetings, committee meetings, and professional development events
• Other duties as assigned.

Benefit and Leave Administration

• Provide support in coordinating the day-to-day processing of benefit programs including new employees, changes, terminations, insurance claims and disability, keeping all tracking and records up-to-date
• Interpret, assist and advise employees and managers regarding leave management and benefits, any HR procedures and policies within specified guidelines in a friendly and courteous manner
• Prepare and distribute written and verbal information to inform employees of benefits programs, changes to participants, wellness events and special employer sponsored activities
• Serve as the on site point of contact with benefit vendors/administrators

Recruitment Assistance

• Assist with recruitment process for all open positions such as posting jobs, prep applicant packets, and screen applications, schedule interviews, manage interview process, follow up with candidates, forward rejection letters
• Maintain all pertinent applicant and interview data in a spreadsheet
• Ensure job descriptions and postings are up to date and accurate; create job postings from job descriptions
• Under the guidance of administration, post openings utilizing multiple sources including the internet
• Perform employment verification and reference checks on selected applicants
• Manage and process all new hire paperwork, retain proper and accurate HR files on all employees; prepare employee files
• Orient new employees on employment and organizational information during the onboarding process

Administrative

• Organize and maintain the maintenance of HR records, electronic and paper, ensuring complete accuracy and confidentiality
• Process documentation and prepare reports relating to employment activities (staffing, recruitment, training, grievances, performance evaluations, etc.)
• Complete various filing duties for human resources and finance
• Log and report issues pertaining to office equipment and technology

Accounting/ Fiscal Office Support

• Design and maintain all vendor reports and evaluate all issues and assist to prepare all data reports for all purchasing system and manage all buying trends.
• Coordinate with supervisor and provide support to various departments to obtain all required approvals and maintain all spreadsheets and evaluate all corrections for same and establish all best purchase activities.
• Coordinate management of A/R with the efforts of the school’s fiscal officer. Review and process requests from student families for payment arrangements and coordinate same with fiscal officer and/or fiscal officer’s designees.
• Evaluate purchase orders and ensure accuracy and maintain track of all receipts from various locations
• Reconcile PEX card spending and receipts monthly and communicate discrepancies with supervisor and fiscal office immediately
• Coordinate with vendors to maintain knowledge on of delivery schedules
• Monitor inventory level of office supplies and determine appropriate delivery dates of all products and forecast order requirements, maintaining records of all activities
• Maintain consistent communication with the school’s fiscal office
• Provide the first experience with school-wide phone, email, and in-person communications
• Answer phones and respond to emails with excellent service phone etiquette
• Greet/direct visitors and students arriving at the office
• Implement registration, badging and visiting procedures for parents and guests
• Help create and distribute school newsletters, surveys, and other notifications
• Assist with school events such as Parent Orientation, Open House, school outings, and field trips
• Ensure a clean and welcoming environment is maintained
• Student Information Systems – Responsible for all student information, files, and data including coordinating, generating, and submitting educational data in school systems such as EMIS/SOES (Education Management Information System/School Options Enrollment System) and Power School. Reports must be timely and accurate.
• Student Files – Responsible for assuring that MPA’s paper student files are compliant with state and sponsor requirements, specifically regarding documentation necessary for IEPs and 504 plans, enrollment information, and medical forms. Serve as point of contact for annual student file audits.
• Admissions Support - Responsible for data entry from student applications, paperwork and has legal knowledge pertaining to custody issues. Support in the coordination and editing of enrollment and registration forms to assure compliance with laws and guidelines. Oversees the accuracy of student enrollment in conjunction with school director. Assures all details are correct and information updated on a regular basis.
• Compliance - Assure all EMIS data and reports are compliant (relies on coordination with external contracted service); regularly review reports for accuracy, and share with supervisor before submitting. Assure all deadlines are met. Includes pre-testing ID labels, SSIDs, Special Ed reporting (EMIS), testing (KRA, TIDE) reporting (EMIS), Title 1 reporting (EMIS), Student discipline reporting (EMIS), and staff reporting (EMIS). Oversee school policy information sharing (hard copies in office, etc.), notify public of Board meeting dates/times and assure building postings are current.
• Request and obtain records for newly enrolled students
• Ensure 100% on-time and complete daily attendance submissions
• Complete all required steps of the truancy process

Skills

• Associate degree required; Bachelor's degree preferred
• Experience working in an education setting is a plus
• Minimum two (2) years of office management experience
• High proficiency in Microsoft Office products (Excel, Word, Outlook, PowerPoint)
• Ability to pass an office skills assessment
• Experience learning and mastering new computer programs
• High-quality written and verbal communication skills
• Spanish language skills a plus
• Excellent organization and time management skills
• Ability to work independently and contribute to a team
• Professional, punctual and self-motivated
• Understanding and ability to manage confidential information
• Ability to lift 25 lbs.
• Successfully complete federal and state criminal background checks

Join our team as an Office Coordinator where your contributions will play a vital role in maintaining an efficient workplace!

Job Type: Full-time

Pay: $20.00 - $21.00 per hour

Expected hours: 8 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Education:

• Associate (Required)

Experience:

• Microsoft Office: 2 years (Required)
• Administrative experience: 2 years (Required)

Ability to Commute:

• Cleveland, OH 44102 (Preferred)

Ability to Relocate:

• Cleveland, OH 44102: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $21