SUMMARY: Responsible to the Office Manager/Administrative Specialist in assisting with greeting and coordinating customers and visitors, answering telephones, and assisting with all office duties for the childcare program. This position will assist with all administrative, organizational, reporting, and processing duties within the childcare office.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
CORE VALUES
- Initiative: Self-starter requires minimal supervision, requests additional assignments or responsibilities; suggests and implements improved work methods.
- Relationships: Projects a positive attitude and relates effectively with others to build strong working relationships built on a foundation of honesty, compassion and respect. Promotes and maintains appropriate professional boundaries.
- Problem Solving: Identifies problems, secures relevant information and implements solutions.
- Planning and Organizing: Establishes and manages work priorities; efficiently allocates time and utilizes available resources appropriately; effectively handles multiple assignments.
- Cultural Competency: Commitment to learning and integrating cultural differences into day-to-day practices. Ability to react and interact with those of a different background effectively to fulfill agency mission.
- Attention to Safety: Assists in the creation of a safety culture by working in a safe manner; reports unsafe situations and accidents; follows safety procedures; requests and uses safety equipment and safety techniques; and participates in safety training.
- Attendance/Punctuality: Team member is on time and prepared for meeting with participants and stakeholders internal and external to the organization.
CUSTOMER SERVICE
- Responsible for providing friendly customer service to all families, visitors, and potential families.
- Greet and monitor visitors and families
- Assist visitors and families in using the ProCare system.
- Answer telephones in a professional and courteous manner.
- Provide information and assistance to callers, follow-up on questions and concerns, and relay messages to the appropriate recipient in a timely manner.
- Assist in the collection of necessary paperwork as it pertains to child enrollment.
PROGRAM AND OFFICE OPERATIONS
- Receive, sort, and route all incoming mail, faxes, and publications.
- Assist with collecting payments and recording for services.
- Dispense and record children's medications according to medical orders and policies.
- Assist with entering child schedules.
- Miscellaneous clerical work, that may include data entry, filing, typing letters, and other documents and creating forms.
- Assist in maintaining updated child records according to state requirements.
- Assist children who arrive and depart from buses to and from other programs.
- Assist with fundraising events.
- Assist in classrooms as needed, to include schedule coverage, emergencies, and/or bathroom breaks.
OFFICE COVERAGE
- Assist with daily office coverage.
- Responsible for providing guidance to wise workers, students, and volunteers as assigned.
Other related work as assigned within the scope of responsibility and skill required for this job
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Assist in monitoring office equipment and repairs.
- Assist with supply purchasing and disbursement.
The above statements reflect the general details necessary to describe the major functions of this position and are not intended to be a detailed description of all the work/functions that may be required.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
- Must be 18 years of age with a High School Diploma/GED.
- At minimum, meets teacher qualifications as approved by the Wisconsin Registry.
- Must annually complete the required 15 hours of approved continuing education.
- Minimum one year experience in childcare strongly preferred.
- Minimum one year experience in an office setting strongly preferred.
LANGUAGE SKILLS:
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
- Bi-lingual English/Spanish is desirable.
MATHEMATICAL SKILLS:
- Ability to add, subtract, multiply and divide with whole numbers, fractions and percentages.
- Ability to translate numbers into reports.
REASONING ABILITY:
- Ability to apply common sense understanding to carry out written or oral instructions.
- Ability to deal with problems involving a few concrete variables in standardized situations.
- Must be able to conduct smooth and unregimented transitions, be flexible and handle routine tasks in a relaxed and individualized manner.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Staff authorized to drive the childcare van and/or bus must meet the driving standards in the Travel/Vehicle Usage Policy and maintain their passenger CDL.
- Within 3 months after beginning work with children, shall obtain and maintain a current certification for infant and child cardiopulmonary resuscitation and automated external defibrillator use from the agency approved by DCF.
- Certificate of DCF approved training in shaken baby syndrome/AHT and SIDS.
- Mandated Reporter training completed within the last two years or DCF approved equivalent.
OTHER SKILLS AND ABILITIES:
- Must be extremely reliable and dependable.
- Must be proficient in Microsoft word and excel applications.
- Must have knowledge of developmentally appropriate practices and environmental ratings.
- Ability to communicate and work with families, children, co-workers, managers and directors.
- Demonstrated commitment to cultural diversity.
PHYSICAL 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.
- Regularly required to sit; use hands to finger, handle and touch; and talk and hear.
- Frequently is required to stand, walk, and reach above shoulder.
- Occasionally required to climb, balance, stoop, kneel, crouch or crawl.
- Occasionally lift and /or move up to 50 pounds, depending on age of children.
- Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
- Ability to be mobile on a variety of surfaces such as tile, carpet, wood chips, pea gravel, cement, etc.
WORK 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 the essential functions.
- Occasionally works in outdoor weather conditions and performs work/job related travel.
- The noise level in the environment is usually moderate and occasionally loud.
- The employee may be exposed to childhood illnesses.
The job description does not constitute an employment contract between Community Action and the employee and is subject to change by Community Action as the needs of the department and the requirements of the job change.
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Community Action, Inc.
$15-18/Hour - Starting pay is dependent upon education level. Full benefits package including health insurance, vacation time, paid holidays, and more! Benefits are dependent on full time or part time status.
Jan 13, 2025