OPERATIONS ASSOCIATE (Billing & Compliance)
Little Water Prep is a growing K–5 public charter school in Poughkeepsie, New York, committed to providing a nurturing and academically rigorous environment for all students. As we enter our fifth year, we are deepening our commitment to excellence by upholding high expectations and consistent academic and behavioral standards for every scholar. We believe that, like water, every student is essential and capable of achieving at high levels when placed in environments that are both challenging and affirming. Now serving over 300 students within the Poughkeepsie City School District, we continue to grow as a community grounded in strong systems, meaningful relationships, and measurable results.
JOB SUMMARY
The Operations Associate plays a critical role in ensuring the smooth and efficient functioning of Little Water Prep and reports to the Operations Manager. This position supports all aspects of school operations, including facility management, procurement, data entry, and general office support with a particular emphasis on billing and regulatory compliance. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced educational environment.
Key Responsibilities:
Compliance & Reporting
- Ensure adherence to federal, state, and local regulations applicable to charter schools.
- Maintain compliance documentation.
- Manage student records and ensure confidentiality and compliance with school policies.
- Assist with reporting requirements (e.g., enrollment, attendance, funding-related reports).
- Monitor deadlines for compliance submissions and ensure timely completion.
- Assist in the preparation and submission of reports and documentation required by the school district and charter authorizer.
- Ensure building compliance.
- Ability to collaborate with finance teams, school leadership, and external agencies
- Professional handling of sensitive financial and student information
Operations Support:
- Assist in setting a high-standard of operational excellence throughout the school building.
- Assist in the day-to-day operations of the school including front office duties, facilities, food service and technological support.
- Support student enrollment processes, including communication with family, application tracking and records management.
- Coordinate and attend school and networking events, transportation, and facilities-related needs.
- Order and maintain inventory of school supplies, materials, and equipment.
- Coordinate with vendors and suppliers to ensure timely delivery of goods and services.
- Maintain accurate records of student attendance, enrollment, and other relevant data.
- Provide administrative support to the Leadership team, Teachers, and other staff members.
- Answer phone calls, greet visitors, monitor building points of entry and handle inquiries in a professional and courteous manner.
- Assist with student arrival and dismissal procedures to ensure a safe and orderly process and other school-wide systems such as lunch and transportation service .
- Support teachers and staff with administrative tasks and classroom needs.
- Assist with the dissemination of information and updates to the school community.
Qualifications:
- Bachelors Degree in related field required
- Experience in an administrative or operational role, preferably in a school setting.
- Strong communication, organizational, multitasking, and time-management skills.
- Proficiency in Google Workspace (Docs, Sheets etc.) and school information systems and databases.
- Understanding of data privacy laws, audits and education compliance requirements (state, federal, and local)
Working Conditions:
- Full-time, 12 month position.
- Requires occasional evening/ weekend hours for school & community events and activities.
- Physical ability to lift and carry supplies and equipment as needed
Salary and Benefits
- Salary Range: $55,000 - $65,000 (commensurate with experience)
- Benefits include: health, dental, paid time off, retirement options, and professional development
- Compensation is based on qualifications, experience, and certifications
Commitment to Anti-Racist Practices and Policies
Little Water Prep is an equal opportunity employer and actively encourages applications from people of all backgrounds. Little Water Prep commits to dismantling systems designed to impede on the progression of all undervalued and underserved peoples and to unlearn divisive ways of thinking to adopt an intersectional understanding of our society to promote the liberation of all people and communities. Little Water Prep consistently addresses and challenges racism, oppressive practices, and all forms of prejudice that plague our communities.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Life insurance
- Paid sick time
- Parental leave
- Vision insurance
Work Location: In person
