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Office Manager, Receptionist, and JOM Secretary

Vinita Independent School District 65
Vinita, OK

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Job Details

Full-time

Qualifications

School experience
Student database management
High school diploma or GED

Full Job Description

Office Manager, Receptionist, and Johnson O'Malley (JOM) Secretary

Job Summary

The Office Manager, Receptionist, and JOM Secretary is the lead administrative professional responsible for the efficient and secure operation of the school office. This pivotal position manages all front office administrative functions, ensuring a positive environment for visitors and staff. The core focus areas include operational oversight, leading the student attendance management process to ensure district and state compliance, and executing all specialized duties for the Johnson O'Malley (JOM) program. This role requires leadership, exceptional organizational skills, and the ability to maintain meticulous records and process flow.

Key Responsibilities

A. Main Office Management and Operational Oversight

Operational Management: Oversee and manage the day-to-day workflow and efficiency of the main office. Identify and implement improvements to administrative procedures, filing systems, and communication protocols.
Administrative Support Leadership: Serve as the primary administrative support for the Principal, managing the Principal's calendar, coordinating internal and external meetings, and handling sensitive correspondence.
School Communications: Manage incoming and outgoing mail, faxes, and deliveries. Oversee school-wide communications, including newsletters, announcements, and parent notifications, ensuring consistency and accuracy.
Financial Oversight: Assist with basic school financial tasks, such as collecting student fees, processing related documentation, and assisting with ordering and maintaining office supplies and school materials.
Student Records: Oversee the integrity of student data by assisting with complex student enrollment, registration, and withdrawal processes, and maintaining confidential student files.
General Office Management: Ensures the school office is organized, tidy, and welcoming. Operates and maintains office equipment (copiers, printers, phone systems).
Reception and Visitor Management:

Point of Contact: Greet all visitors, parents, and community members in a professional, courteous, and positive manner.
Guest Security: Manage the secure entry system (doorbell/intercom) and oversee the sign-in/check-out process for all guests and volunteers in compliance with district safety protocols.
Phone System: Answer and manage a multi-line phone system, directing calls, taking messages, and responding to general inquiries about the school.

B. Attendance Management and Compliance

Process Leadership: Serve as the site expert on attendance procedures and state requirements.
Attendance Tracking & Compliance:

Ensures documentation of all student absences daily, including recording reasons (excused or unexcused) and specific details (illness, appointments, etc.).
Maintains accurate and up-to-date attendance records within the student information system for tracking progress and identifying attendance problems.
Coordinates student sign-in (tardy) and sign-out (early dismissal) procedures, verifies parental authorization, and ensures accurate time entries.
Collaborates with principals and administration to enforce attendance policies, including following up on unverified absences and preparing mandatory attendance reports for state requirements.
Communicating with Families: Serves as a primary point of contact for families regarding their child's daily absences, providing information, addressing concerns, and managing the automated notification process.

C. Johnson O’Malley (JOM) Program Compliance

Eligibility and Applications: Manage the annual process for distributing, collecting, and tracking JOM student eligibility certification forms (JOM applications).
Record Keeping: Maintain accurate and confidential records of all JOM-eligible students at HHE and ensure documentation is audit-ready.
Liaison: Serve as a primary contact for JOM families, the District JOM Coordinator, and the JOM Parent Committee.
Meeting Support: Assist the JOM Parent Committee with meeting logistics, including preparing and distributing meeting notices, materials, and recording meeting minutes as directed by the Coordinator.
Reporting: Assist the Principal/Coordinator with preparing data and reports necessary for state and federal JOM grant requirements.

Qualifications and Skills

A high school diploma or equivalent is required.
Preferred a minimum of three years of successful experience in a high-volume office, administrative, or secretarial role, with demonstrated leadership or supervisory responsibilities. Experience in a school environment with student attendance tracking is essential.
Communication: Exceptional verbal and written communication skills with the ability to maintain a professional, calm, and positive demeanor, even when communicating sensitive information about absences or policy.
Technology Proficiency: Demonstrated proficiency with Microsoft Office Suite (Word, Excel) and student information/database systems (experience with attendance modules highly preferred).
Organizational Skills: Superior organizational skills, meticulous attention to detail in record-keeping, and the ability to manage multiple priorities simultaneously.
Confidentiality: Proven ability to handle highly sensitive and confidential student and personnel information with the utmost discretion.

Working Conditions & Physical Demands

The work is performed primarily in the school's main office and requires prolonged periods of sitting and working at a computer station. The role involves frequent verbal interaction with students, staff, and the public. The ability to occasionally lift up to 25 pounds (e.g., boxes of supplies or mail) is required. The environment is fast-paced and subject to frequent interruptions and high-stress situations (e.g., student emergencies, addressing chronic absence issues, difficult parent interactions). These along with other job duties as assigned will be part of the position.

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