{"id":3724113,"url":"https://alion.io/job/aces-office-manager","title":"Office Manager","company":{"id":2575355,"name":"ACES","domain":"aces.org","url":"https://alion.io/company/aces-org","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Paycom","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New Haven, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"GDPR","optional":false},{"name":"Google Workspace","optional":false},{"name":"HIPAA","optional":false}],"status":"live","first_seen_at":"2026-11-04T04:18:39Z","employer_posted_date":"2026-11-04","last_verified_at":"2026-11-07T04:29:31Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Essential Duties and Responsibilities\n1. Office Management and Administrative Support\nManage daily office operations, including scheduling, correspondence, records, meetings, and administrative workflows.\nProvide administrative support to the Assistant Superintendent, including preparing reports, presentations, communications, and meeting materials.\nCoordinate the development and maintenance of the annual ACES agency and school calendars, collaborating with school administrators and agency departments to ensure accuracy, consistency, and alignment with agency priorities. \nCoordinate administrative aspects of agency initiatives and events, including the ACES Education Foundation Gala and Administrative Retreat.\nManage Paycom processes, including reviewing and processing PTO requests, timecards, and expense reports and coordinating approvals.\n2. Budget Management and Purchasing\nManage and monitor the Office of the Assistant Superintendent's budget, including tracking expenditures, processing purchase orders and invoices, and maintaining financial records.\nCoordinate purchasing and distribution of curricular and instructional materials across ACES schools and programs, including vendor communication, price negotiation, and order management.\nOversee credit card reconciliation, including reviewing transactions, verifying receipts, and ensuring compliance with agency financial procedures.\n3. School and Program Communication and Coordination\nServe as a liaison between the Office of the Assistant Superintendent, school administrators, and agency departments to support effective communication and coordination.\nCoordinate requests, distribute information, and monitor follow-up on administrative matters.\nParticipate in school and program visits throughout the academic year to strengthen relationships and develop an understanding of school operations and needs.\n4. Office Staff Support and Professional Learning\nServe as a resource for office managers and secretarial staff across ACES schools and programs, supporting consistent administrative practices and procedures.\nIdentify professional learning needs and coordinate training, collaboration, and information-sharing opportunities for office personnel.\n5. Records Management and Information Systems\nMaintain accurate and confidential student, personnel, and agency records, ensuring appropriate documentation and timely reporting.\nReceive, organize, and maintain student disciplinary data, including suspensions and expulsions, and prepare reports and summaries for review by the Assistant Superintendent.\nSupport the effective use of agency information management systems and assist with required administrative reporting.\nAdditional Responsibilities\nPerform other related duties as assigned by the Assistant Superintendent.\nPHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.\nACES Anti-Discrimination Statement: ACES is an equal opportunity employer. We strive to create an inclusive and welcoming environment that does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, genetic information or any other protected class. We are committed to providing equal opportunity to all employees and fostering a work environment that is free from prejudice and bias.\nPrivacy: Complies with legal regulations (HIPAA, FERPA, GDPR, State Laws, etc.), implements privacy and security frameworks, and the organization’s policies and procedures.\nQualifications\nQualifications, Skills, and Abilities\nHigh school diploma or equivalent required.\nMinimum of three years of experience in office administration, preferably in an educational setting.\nProficiency in Microsoft 365 and Google Workspace, with familiarity in agency information systems such as PowerSchool, ParentSquare, Paycom, Munis, and PSIS, and the ability to learn new technologies.\nStrong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.\nExcellent written, verbal, and interpersonal communication skills.\nAbility to exercise sound judgment, demonstrate initiative, solve problems, and work independently.\nAbility to maintain confidentiality and handle sensitive information with discretion.\nDemonstrated professionalism, dependability, attention to detail, and a positive, courteous approach to working with others.","description_format":"text","description_chars":4914,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":true},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Secondary Education","Primary Education","Disability Support Services"],"lifecycle":[{"event":"open","at":"2026-11-04T04:18:39Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.859,"p_room":1,"age_days":3,"expected_fill_days":11,"reasons":["conf:1","win:early"],"computed_at":"2026-11-07T05:47:08Z"},"pay":null,"html_url":"https://alion.io/job/aces-office-manager","json_url":"https://alion.io/job/aces-office-manager.json","meta":{"generated_at":"2026-11-07T05:54:06Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":14287,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-08T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2575355},"rest":"https://alion.io/mcp/rest/get_company?id=2575355"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Faces-office-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Faces-office-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Faces-office-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/aces-office-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Faces-office-manager"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3724113}},{"tool":"search_jobs","arguments":{"company":"aces.org","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3724113},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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