Position: Administrator Assistant

Reports To:

Director and Assistant Director

Job Overview:

The Administrator Assistant should be enthusiastic and experienced in front desk services. They must be personable, respectful, friendly, and capable of multitasking. The office environment is highly personal and confidential, with sensitive information regarding parents and staff. The Administration Assistant will be responsible for answering phone calls, guiding visitors, and maintaining general office security in accordance with established procedures.

Qualifications:

Associates degree in administration or financial administration The candidate must be at least 21 years of age Minimum of two years of experience in office administration

Skills:

Strong written and verbal communication skills Basic computer skills Ability to type documents efficiently Proficient in using office equipment such as copiers, calculators, telephones, and printers Proficiency in computer programs such as Excel and Word Willingness to learn new computer software Capable of operating fax machines and printers

Responsibilities and Duties:

Director and Staff Responsibilities

Maintain open communication with the Director Check voicemail and email regularly Arrange meetings and assist the Director with enrollment tasks Answer and forward phone calls Screen phone calls and forward them as necessary Sort and distribute mail Perform clerical duties to ensure smooth office operations Assist the Director with monthly claims Ensure the office operates efficiently by maintaining office supplies and office equipment Help teachers with copying and other classroom materials Perform any additional office tasks as required Prepare weekly forms for each classroom File paperwork as needed

Family and Public Interaction

Greet visitors and families in a friendly and welcoming manner, as the first point of contact for the organization Maintain effective and positive communication with families, staff, and the public Receive tuition payments and handle related transactions Ensure all family, staff, and childrens information is kept confidential Set up family data and create new family accounts as necessary

Childrens Records and Attendance

Keep and update childrens files as needed Review and update emergency contact cards monthly. Notify parents when updates are required Ensure confidentiality of all childrens records and information in accordance with Open Arms CDCs policies Track the number of school-aged children using transportation and their bus routes Create new student files as needed Review weekly attendance for accuracy Input immunization records and ensure they are kept up to date

Food Program

Submit food claims Record childrens attendance for the food program Maintain food-related records Prepare monthly food records

* Benefits Eligibility for health and dental coverage Eligibility for benefits such as life insurance, short- and long-term disability, and long-term care. Subject to applicable waiting periods Concordia Retirement benefits Volunteer 403(b) savings plan Paid time off (PTO) accrued based on the employee handbook and position Organization-paid holidays Childcare discount *