THE EMERSON SCHOOL
POSITION TITLE: School Office Manager
DATE POSTED: May 7, 2025
APPLICATION DEADLINE: 3:00 PM, May 21, 2025
POSITION TYPE:
Full-Time, Year-Round Schedule:
- Regular Hours: 8:00 AM – 4:00 PM, Monday through Friday
- Most Wednesdays: Staff meetings extend the day until approximately 5:00 PM
- Some hybrid flexibility based on the school calendar
SALARY RANGE:
$52,000 – $68,000, depending on qualifications and experience
BENEFITS:
- Medical, dental, and disability insurance
- Oregon PERS retirement plan
- Paid leave and school breaks
- Professional development allowance
- Supportive, mission-driven workplace
ABOUT THE EMERSON SCHOOL
Emerson is a vibrant K–5 tuition-free charter school in downtown Portland where every child is known, supported, and engaged in meaningful learning. In addition to comprehensive literacy and math instruction, students participate in project-based learning that connects them to the broader community and brings curriculum to life.
POSITION OVERVIEW
The School Office Manager (OM) is the heart of Emerson’s daily operations and a vital partner in supporting a well-functioning, student-centered school. Reporting directly to the School Administrator, the OM is responsible for front office operations, communications, student records, compliance, bookkeeping, and other core systems that keep the school running smoothly.
As the first point of contact for many families and visitors, the OM creates a warm, welcoming, and professional environment. They also oversee logistics related to admissions, the school lunch program, vendor coordination, and technology support—ensuring responsive, detail-oriented service to students, families, and staff.
KEY RESPONSIBILITIES
Administrative & Student Records
- Maintain accurate and confidential records (enrollment, attendance, health, family info)
- Manage the annual lottery process and maintain admissions communications
- Ensure compliance with local/state student data requirements
- Prepare documentation for audits and required reporting
Reception & Communication
- Serve as first point of contact for families and visitors
- Manage phones, emails, front office operations, and visitor protocols
- Coordinate school-wide communications and newsletters
- Support tours, information sessions, and enrollment inquiries
Finance & Operations
- Perform daily bookkeeping using QuickBooks Online
- Track expenses and financial transactions; prepare purchase orders
- Assist with documentation for audits
- Maintain supply inventories and vendor relations
School Lunch Program
- Manage lunch vendor relationships, orders, and daily service
- Administer free/reduced meal eligibility applications
Technology & Facilities
- Provide basic troubleshooting for tech and office equipment
- Support website and software tools
- Maintain inventory of school assets
- Coordinate routine office and facilities maintenance
Health & Student Supervision
- Supervise students waiting in the office for health, discipline, or emotional support reasons
- Contact families/emergency contacts as needed
- Provide playground or classroom supervision if required
Personnel & Volunteers
- Maintain substitute teacher list and assist with scheduling
- Process volunteer background checks and tracking
- Provide clerical support to school staff
QUALIFICATIONS
Required Education
- Associate’s degree in Business Administration, Office Management, Education, or related field OR equivalent combination of education and relevant experience
- Bachelor’s degree preferred
Required Experience
- Minimum 3 years of experience in office management, administrative support, or customer service
- Prior experience with bookkeeping and financial tracking
- Experience in a school, nonprofit, or educational environment strongly preferred
REQUIRED SKILLS & COMPETENCIES
- Proficiency with Microsoft Office (Word, Excel), Google Workspace, and Adobe Acrobat
- Experience using QuickBooks Online or similar bookkeeping software
- Strong IT skills (basic troubleshooting, website updates, system support)
- Outstanding organizational, time management, and multitasking abilities
- Excellent verbal and written communication skills
- Demonstrated ability to work with children and adults from diverse backgrounds
- Professionalism, confidentiality, and understanding of FERPA guidelines
- Ability to lift and carry 30–50 lbs safely
- First Aid/CPR certification or willingness to obtain upon hire
- Successful completion of a criminal background check
WORK ENVIRONMENT
This is a year-round, salaried position with flexibility during school breaks. Some remote work may be approved during breaks in coordination with the School
Administrator. All staff members participate in Positive Discipline training and practices that support a relational, student-centered environment.
NON-DISCRIMINATION POLICY
The Board and employees of The Emerson School represent a diverse group of people who have a common commitment to the equality of opportunity for all. In alignment with our mission, The Emerson School is committed to the success of every student; to achieving equal educational and employment opportunity, and equitable outcomes regardless of address, income, disability, gender, religion, sexual orientation, language, nationality, race or ethnicity
APPLICATION INSTRUCTIONS
Download the Application here. Please submit the completed application form along with a cover letter and resume as attachments to [email protected]. Name the attachments with your last name, then your first name, and then the name of the document, as below:
Johnson.Jane.Application
Johnson.Jane.CoverLetter
Johnson.Jane.Resume
Please title the subject heading of your email with your full name and the words "OM Application" (“Jane Johnson OM Application”).