The ECE San Rafael Administrative Assistant position is for the academic year (i.e., August – June). This is a benefitted position with the potential for extra hours and/or training during the summer months. The position is 35 hours per week, Monday through Friday, 7:30 AM – 3:30 PM with a one-hour unpaid lunch break. The ECE Administrative Assistant works in the JCC Preschool San Rafael office and is supervised by the ECE Director. This person provides administrative support for the JCC Preschool and the Early Childhood Education department. This is a busy role that requires the ability to multi-task while providing friendly and professional customer service in a timely manner to prospective and enrolled families, teaching staff and JCC administration.
Responsibilities
Customer Service:
· As first point of contact for all ECE inquiries, provide a warm welcome, answer questions and direct inquiries to appropriate ECE manager.
· Answer phones, take messages for management.
· Assist ECE administration and teachers with arrival and pick-up procedures.
· Create signage and send email reminders to families in advance of each school closure.
· Assist with email communications regarding ECE programs and events.
· Coordinate with the Site Director to maintain the Daily Log, arrange for substitutes and monitor other staffing changes.
Administrative:
· Coordinate ECE facilities needs with the JCC Facilities Department.
· Manage all State Licensing and ECE required documents and files for staff and children.
· Order and maintain office equipment, supplies and files.
· Inventory and monitor school supply needs and place orders as needed (e.g., Safeway, Costco, Amazon, etc.)
· Keep supply closet and other common spaces (e.g., staff room, resource room) stocked with necessary supplies, forms and other needed items.
· Coordinate tours for the preschool.
· Develop, maintain and distribute ECE calendars, school directories, attendance sheets and allergy lists to staff and families.
· Maintain common spaces, including lobby, front entrance, and kitchen.
· Manage and update the emergency alert system (OneCallNow), the attendance app (Brightwheel) and any other technology or systems being used.
· Serve as the liaison between staff and IT to troubleshoot or submit requests for assistance with computers and printers.
Program Registration/Enrollment:
· Ensure that all ECE program inquiries receive a response in a timely manner (within 2 business days) and that all inquiries are documented.
· Work with the Site Director to maintain accurate master document for enrollment, wait lists and program rosters.
· Create school year contracts and contract updates throughout the year, as requested by supervisor.
· Assist the Site Director with enrollment, registration, distributing contracts, and collection of tuition.
Financial:
· Manage, reconcile and submit to the Finance Department all petty cash and credit card receipts by the 6th of each month.
· Maintain the spreadsheet to reflect monthly reconciliations for petty cash.
· Reimburse ECE staff in a timely manner.
· Charge Fees, such as application and late pick-up fees, in Quattro.
· Create tuition receipts for parents upon request.
Other ECE programs:
· Manage registration of other ECE programs as requested by the ECE Director.
· Assist with registration, collection of fees and other required forms.
· Monitor supplies for the programs and replenish as needed or as requested by ECE program managers.
Other duties as assigned by ECE Management.
Qualifications
· 3 plus years office administrative experience
· Proven proficiency in Microsoft Windows and Office with an emphasis on Word, Excel and Outlook;
· Proven ability to learn new software systems.
· Possess a high degree of organizational, customer service and time management skills as well as acute attention to detail.
· Proficiency in math.
· Good judgement, ability to problem-solve and flexible mindset.
· Ability to exercise independent judgment and tact in a fast-paced, multi-task setting
· Ability to lift 50 pounds.
· Pediatric First Aid and CPR certified.
· Immunizations required.
This is a benefitted position.
Job Type: Full-time
Pay: $24.15 - $29.34 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Work Location: In person