Operations and Student Records Coordinator

Department: School Operations Reports To: Manager of Operations Employment Type: Full-Time, 12-Month Position FLSA Classification: Nonexempt Location: Albuquerque, New Mexico Salary Range: $42,000–$48,000 annually Position Overview Solare Collegiate Charter School seeks a highly organized, detail-oriented, and dependable Operations & Student Records Coordinator to support the school's purchasing, financial administration, and scholar records management. This position plays a critical role in ensuring that school resources are purchased efficiently, invoices are processed accurately and promptly, and scholar records are maintained and transferred in accordance with applicable state and federal requirements. The ideal candidate is proactive, resourceful, and committed to operational excellence. They demonstrate strong attention to detail, sound judgment, and the ability to manage multiple responsibilities while supporting the broader mission of Solare Collegiate. Essential Duties and ResponsibilitiesPurchasing and Purchase Orders (35%) Receive, review, and coordinate purchasing requests from school departments and staff. Prepare, submit, and track purchase orders in accordance with Solare's purchasing procedures and approval requirements. Verify that purchases have received appropriate authorization prior to ordering. Purchase approved instructional materials, office supplies, equipment, and other school resources. Obtain vendor quotes and compare pricing to support cost-effective purchasing decisions. Maintain accurate records of purchase orders, quotes, receipts, invoices, and vendor communications. Track outstanding orders, expected delivery dates, and purchasing discrepancies. Communicate with vendors regarding pricing, product availability, delivery timelines, and order fulfillment. Coordinate the receipt and verification of ordered goods and materials. Support compliance with applicable New Mexico public procurement requirements and internal financial controls. Invoice Processing and Financial Documentation (30%) Receive, review, organize, and submit vendor invoices for payment processing. Verify invoices against approved purchase orders, receipts, and delivery documentation. Prepare complete invoice documentation for submission to the school's business manager or designated financial services provider. Track invoice submission and payment status, following up on outstanding items as necessary. Identify and resolve routine invoice discrepancies in collaboration with vendors and school leadership. Maintain organized and accurate electronic records of purchasing and financial transactions. Assist with monthly purchasing reconciliations and documentation reviews. Support the preparation and retrieval of financial records for audits, fiscal monitoring, and compliance reviews. Ensure financial documentation is submitted within established internal deadlines. Maintain confidentiality and accuracy when handling financial information. Scholar Records Maintenance and Transfers (25%) Maintain accurate, complete, organized, and confidential scholar cumulative records. Request and obtain scholar records from previous schools as directed by authorized school personnel. Process incoming and outgoing scholar records transfers in accordance with established procedures and applicable requirements. Ensure scholar cumulative files contain required documentation and follow up on missing or incomplete records. Maintain organized electronic and physical scholar records, including scanning, filing, and archiving. Respond to authorized records requests from schools, families, and other eligible parties in accordance with FERPA and applicable state requirements. Coordinate with the Special Education Department regarding secure transfers of relevant scholar records. Maintain a tracking system for outstanding records requests, received documents, and completed transfers. Support appropriate records retention, storage, and secure disposal proce…

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