Office Manager - School

Matheny is a special hospital for children and adults with medically complex developmental disabilities. Our mission is to provide exceptional care and an optimal quality of life for children and adults with special needs and medically complex developmental disabilities. Founded in 1951, Matheny is a pioneer in providing fully integrated, personalized care and education that respects each person's dignity and encourages their highest potential.

Desired Qualities

• Respect
• Professionalism
• Integrity
• Compassion

Incentives

• Paid Training
• Staff Appreciation events
• Health and Wellness fairs
• Employee Recognition Awards
• Diversity events
• Employee Referral Bonuses

Responsibilities

Administrative Operations

• Maintain comprehensive databases for parental/guardian contact information, school district details, DDD, bus district contacts, DCFS, and other external agencies.
• Manage IEP books, databases, and calendars, ensuring accurate records of correspondence with sending districts.
• Collect and correct PLAAFPs and other reports as directed by school administration and ensure timely electronic delivery to sending districts.
• Maintain school employee files with current information and training records.
• Track classroom budgets and ensure ordering of all school supplies.
• Schedule Planning sessions and IEP meetings.
• Handle and maintain all school reports and records in compliance with FERPA.
• Obtain district information and manage SMARTS documentation.
• Collect and track SEMI forms and manage changes to student block schedules and caseloads.
• Coordinate coverage for 1:1 sessions, bus duty, lunch rotations, and ADL schedules as directed by school administration.
• Send completed DLM forms and test results to sending districts, and record trip requests electronically.
• Record student and staff attendance, as well as Professional Development, using Paradigm.
• Keep the Matheny Emergency Tool Kit Binder current and up to date.
• Create admission packets and information binders for potential students.
• Assist school faculty with daily responsibilities, including correspondence, scheduling, and supplies.
• Take minutes at various school meetings.
• Serve as the recording secretary for the School Board Committee.
• Assist in the development of school policies and procedures.

Human Resources Responsibilities

• Collaborate with the Human Resources department to support recruitment efforts.
• Manage the organization of new hire staff packets and coordinate orientation and training sessions for new employees at the school.
• Oversee the preparation of new hire staff packets and coordinate various school-wide events while maintaining the school calendar.

Financial Responsibilities

• Prepare and coordinate the annual tuition contracts with sending districts.
• Draft monthly invoices for the school, ensuring accurate details, and coordinate the signature and distribution process to sending districts.
• Maintain regular monthly communication with sending districts, providing necessary information such as attendance records, purchase orders, addressing invoice inquiries, and following up on payments.
• Collaborate closely with the Principal to develop the school's annual budget, actively managing and monitoring budgetary performance throughout the year.
• Act as the primary school-based contact for financial matters and collaborate with district Finance teams to ensure compliance with financial regulations and accurate reporting.
• Assist with required budget and audit submission of data to the NJ Department of Education.
• Collect and organize timesheets (APSSD/Payroll).
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree required.
• 1-3 years of experience in an Administrative setting.
• School office management experience, business manager experience a plus.
• Proficiency in Microsoft Word, Excel, PowerPoint; Google applications a plus.
• Good interpersonal skills.
• Excellent verbal and written communication skills.

Benefits

• Medical/dental insurance
• Life insurance
• Tuition reimbursement
• Tax deferred retirement plan
• Generous paid time off

Pay

$51,250 - $61,500 annually

Full-time position located in Peapack, NJ.