Office Manager, Cottage School Program/College Pathways for 2026-2027 SY

THE CLASSICAL ACADEMY
POSITION DESCRIPTION

Title: Office Manager                                                Department: CP/CSP

Date: Updated July 12, 2024                                     FLSA Status: Non-Exempt

Work Year: Academic Calendar

Hourly Rate: $19.66

GENERAL STATEMENT OF DUTIES: 

Performs clerical and administrative duties in support of two schools, manages a team of office staff to establish a high-functioning, efficient, and welcoming/supportive environment, gives informational and emotional support to parents, teachers, and students to aid in personal and educational development of students. 

ORGANIZATIONAL RELATIONSHIP:

Reports to CP/CSP Principal

The following statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required.  The description may not include all functions performed by incumbents in various locations. The Classical Academy reserves the right to modify or change the duties or essential functions of this job at any time.

ESSENTIAL JOB FUNCTIONS: 

• Oversee office assistants and help determine priority of task completion as a team
• Set a tone that is welcoming, supportive, and helpful for all members of the CSP/CP community
• Maintain various databases, reports, and office filing systems
• Assist in coordination of logistics for beginning of the year school events, Academic Lettering ceremony, parent-teacher conferences, and other events during the school year
• Serve as point of contact for Capping, Graduation, and other senior events and assists with event organization, communication, logistics, and management
• Provide hospitality arrangements for Principals, ordering food as needed for staff meetings and other events assists with staff meeting setup and cleanup
• Enter, maintain, and update school activities and events in Facilities Scheduler each year
• Perform a variety of bookkeeping procedures within the department and tracks school expenditures; reconciles accounts and records; assists in maintaining/preparing budget records and summaries
• Track general fund budget for the principal
• Submit supply orders for staff during the year and coordinates all details related to supply orders for the following year each spring
• Update school supply lists for families
• Manage timesheet process for hourly employees
• Assist staff members with following substitute procedures
• Check in and process paperwork for substitute employees following established payroll/leave procedures
• Support staff in understanding procedures related to requesting a substitute, entering leave, supply ordering, and other processes
• Maintain responsibility for the operations of the school office
• Contact parents regarding absences
• Research, compile, and dispense information to citizens, business, and other school agencies regarding school functions
• Coordinate and integrate procedures and directive guidance among all schools at TCA East schools and between other TCA campuses/schools

MARGINAL JOB FUNCTIONS:

• Maintain office-filing system
• Compose routine correspondence and reports, and update lists
• Set up and file a variety of documents, to include sensitive and confidential information.
• Develop and maintain required reports
• Track and organize emergency, state and federally required information
• Provide notification to registrar of incoming or withdrawing students
• Maintain staff information
• Assist in maintaining and publishing school event calendar; both paper and electronic
• Develop and implement office procedures and methods to ensure the efficiency of office operations
• Assist students, parents, other CSP/CP staff, and visitors as needed
• Answer telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building, and provides information and direction
• Open, sort, and distribute incoming mail, and prepare outgoing mail as required
• Perform a variety of duties using various types of office equipment
• Provide back-up assistance to other office staff
• Take information of all school accidents and files or forwards accordingly
• Arrange all announcements and paging on the intercom system
• Perform other duties as required

MINIMUM QUALIFICATIONS:

EDUCATION:

High school diploma or GED equivalent required

EXPERIENCE:

• Experience working in an office or administrative setting is required
• Experience working in an educational setting is preferred
• Office management experience performing similar duties is preferred

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of basic office methods and procedures, spelling, punctuation, and grammar
• General knowledge of laws, rules, regulations, and procedures related to The Classical Academy operations and functions
• Certified in First Aid,CPR, and Universal Precautions
• Knowledge of record keeping and filing techniques
• Knowledge of and demonstrated successful experience in human relations and communications
• Considerable knowledge of computer equipment and related software
• Strong organizational and interpersonal skills
• Ability to communicate effectively verbally and in writing
• Ability to prepare correspondence on routine matters
• Ability to maintain accurate filing system and related files
• Ability to follow oral and written instructions
• Ability to provide a warm and caring attitude toward students, staff, and parents
• Ability to perform routine office management skills independently
• Ability to maintain confidentiality
• Ability to establish and maintain effective working relationships with supervisors, co-workers, administrators, students, parents, guest teachers, and visitors to the school

SCOPE OF INTERPERSONAL CONTACTS:

• Students
• Parents
• Teachers
• Paraprofessionals
• Guest teachers
• Support Staff
• Administrators
• Visitors to the school

WORK ENVIRONMENT:

• Work is generally performed within a standard office environment
• Required to work normal business hours

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position.  They are included for informational purposes and are not all inclusive.

• Typical demands will require employees to:
  • Frequently use eye, hand, and finger coordination to enable the use of a computer, other office equipment, and writing utensils
  • Spend majority of work hours sitting and occasionally stand, walk, or drive while performing job duties.
  • Frequently be involved in verbal and auditory interaction both interpersonally and through communication devices
  • Occasionally lift/carry burdens weighing up to 35 lbs. and push/pull burdens weighing up to 100 lbs. 

COGNITIVE FUNCTIONS:

The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive:

The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills. 

BENEFITS: 0.5 to 1.0 FTE:
The Classical Academy offers competitive pay and a robust total compensation package including:

• MEDICAL INSURANCE: There are three options for Medical coverage, including an HSA option; as well as access to OneMedical for eligible staff members who elect a TCA Medical plan. The Classical Academy (TCA) makes a monthly contribution toward your medical premiums as an employee.
• DENTAL INSURANCE: Dental insurance is offered through Delta Dental of Colorado. TCA makes a monthly contribution toward the premium for this benefit
• LIFE INSURANCE/LTD: Employees are provided a $25,000 group term life insurance through The Standard Life Insurance Company and offers Long-term Disability coverage as well. TCA pays the full cost of group term life insurance and long-term disability benefits. Accident and hospital indemnity plans are also available to employees through The Standard, for an additional cost.
• RETIREMENT PLAN: Administered by Colorado PERA, this is a tax deferred retirement account to which you contribute 11% of your monthly earnings. TCA contributes 20.9% to the PERA pension trust fund on your behalf.
• VOLUNTARY VISION INSURANCE: EyeMed is the voluntary vision program available to TCA employees.
• WELLNESS PROGRAM: A voluntary wellness program though Orriant is offered in which employees are eligible to earn an incentive of up to $150 for participation AND achievement of wellness activity goals
• RETIREMENT OPTIONS: Employees may elect to participate in deferred income for retirement purposes: PERA Plus 401(k) through Empower
• MEDICAL and DEPENDENT CARE FLEXIBLE SPENDING ACCOUNT: This account allows employees to save money for unreimbursed medical expenses or dependent care expenses to be used within the plan year (July to June) on a tax-exempt basis.  This reduces your taxable income.
• TIME OFF COMPENSATION: An employee with 0.5 to 1.0 FTE will receive Staff Leave and Personal Leave. For positions less than 1.0 FTE, leave time will be prorated based on FTE. Our leave program is fully compliant with the Colorado Healthy Families Workplace Act.
• PRIORITY ENROLLMENT STATUS: Children of staff members 0.4 FTE and above receive priority enrollment of their child/children at The Classical Academy.
• Ongoing Professional Development Opportunities
• Staff Appreciation Meals and Events

Conditions of Employment:
Per the Immigration Reform and Control Act of 1986, the selected applicant shall be required to verify, within 72 hours of employment, her/his legal right to be employed in the United States.

The Classical Academy does not discriminate based on age, race, religion, national origin, disability, gender, or any other protected status in its educational programs and activities (including employment and application for employment).