School Ops Admin-Train
Charter Schools USA
Port Saint Lucie, FL
Who We Are Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools in four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life. CSUSA provides an academically rigorous education to students equipping them with real world readiness, prepared for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts. Job Purpose To join a team of people with the mission: Relentless Commitment to Student Greatness in School and in Life . If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. We deliver on our promise of Strong Minds, Good Hearts through an education model that gives every student the opportunity for success. As a School Operations Administrator In-Training, you will have an opportunity from a training standpoint with the opportunity to become a School Operations Administrator with Charter Schools USA. The School Operations Administrator In-Training is responsible for managing the financial, operational, and HR functions at the school level. The School Operations Administrator In-Training will work daily with the CSUSA Support Center functional areas to ensure school compliance with all CSUSA policies and protocols as established for all areas of responsibility. These functional areas include but are not limited to procurement, offer letters, onboarding, and grants. How You Will Impact Education Human Resources Management
- Create position openings in HR system.
- Works with Offer Letter Specialist to begin the offer process and send required documents to generate the offer.
- Board new employees in the HR system and work daily with Employee Onboarding and Compliance Specialist to ensure all employees have completed all new hire paperwork in a timely manner.
- Supports all school personnel in completing electronic Human Resources ("HR") onboarding documents, including but not limited to, new employee portal, benefit applications, ADP Salute, and ADP Payroll information.
- Enters new hire information into Student Information System (SIS) and Time & Attendance systems in ADP; maintains employee data in both systems.
- Works with the Principal, the Finance Department, and the Human Resources Department to ensure that the school stays within the approved Staffing Budget.
- Manages and maintains all confidential employee and school documents.
- Manages employees in self-posting PTOs in the HR system, as necessary.
- Ensure compliance and accuracy in the HR Time and Attendance system.
- Audits payroll previews presented by Payroll Department to authorize processing of payroll.
- Manages and trains employees on all HR systems required.
- Prepares periodic reports as required by the Payroll Department.
- Oversees and approves I.T. and Facilities school based employees' hours and PTO.
- Assists the Human Resources Department in setting up and executing open enrollments and other Benefit meetings and prepare any reports as required.
- Manages and trains employees on family status changes, 401k, benefits selection and collects appropriate paperwork as required.
- Manages requests by employees for FMLA, Short-term and Long-term disability by forwarding employee requests to Human Resources Department and assisting employees in completing paperwork, if necessary.
- Works directly with Director and Manager of Procurements on purchase orders and goods needed.
- Manage National School lunch program at the school level working directly with the Support Center.
- Manage the school's food and transportation services by coordinating with service providers and overseeing deliveries.
- Managing all inventory purchased for the school.
- Manages financial records of the School in accordance with Company Policy and assists Staff Accountant with monthly Financial Statements, as needed.
- Supervises all check request and bank deposits including cash deposits of $10,000 or more and must comply with the Currency Transaction Reporting Requirements and Company Policy which will be provided and trained upon once hired.
- Supervises and trains delegate to make deposit and accept cash on schools behalf.
- Forwards approved invoices to Accounts Payable department on a weekly basis.
- Monitors and reconciles balances of School-based accounts in a timely manner.
- Manages and trains on procedure for collection of any NSF checks in a timely manner.
- Oversees and approves expenditure Invoices at the school level.
- Maintains and reconciles Petty Cash Account based on Company Policy.
- Prepares and maintains school budget and staffing matrix at the school level with Finance department in Adaptive Planning on a monthly basis.
- Participates on all School Dashboard calls and assists Principal with follow-up issues related to the call, as needed.
- Works daily with Education Grants Manager.
- Supervise timelines and grant draw downs.
- Attend grant trainings to prepare and administer grants at school level.
- Support compliance department ensuring compliance at school level is maintained.
- Ensures adherence to good safety procedures.
- Acts as liaison to HR and Benefits team in relation to respective employee injuries.
- Processes and oversees all Workers' Compensation claims electronically in the prescribed manner and assists Employee in seeking medical care by providing proper authorization form.
- Oversees, maintains, and processes all student accident claims in the prescribed manner.
- Acts as a Liaison to Facilities and Finance departments on property and casualty claims.
- Supervises for all school-based Facilities and I.T. employees.
- Acts as point of contact for submitting Work Tickets for I.T., property, maintenance and safety needs at the school and processes all Help Tickets in a timely manner.
- Responsible for monitoring the facility as per the Facilities Handbook.
- Ensures all permits and licensing are renewed/paid and posted on a timely basis; no permit or license should be expired.
- Maintains an accurate, documented inventory of school keys for administrators, teachers, and substitutes.
- Manages and documents end of year key return from faculty/staff.
- Processes all information and documentation for facility sub-leases and submits to Director of Projects and Facilities and Risk Management for approval.
- Time Management: Prioritizing, Organizing, Scheduling
- Computer Basics -- Windows, Internet
- Aptitude for mathematics and the ability to concentrate on detail.
- Communication -- Oral, Written, Interpersonal (active listening)
- Ability to multitask
- Ability to remain calm in fast-paced environment
- May perform other duties assigned.
- Usual office working conditions.
- Sitting for long periods of time
- The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 10 pounds of force
- Vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Posted 2026-01-09
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