Office Manager (Tucson)

Description

General Position Description:

Answers phones and directs incoming calls; greets and monitors parents while checking in and picking up their children; verifies the identity of anyone unfamiliar attempting to remove a child and ensures they are authorized to do so; assists visitors with check in and directs them as needed; assists Center Director in setting tour appointments, copying new enrollment documents and manages the calls for the waiting list, as well as other various job duties assigned by supervisor.

Essential Duties and Responsibilities (with or without accommodation):

• Maintain a friendly, professional relationship with the Children’s Achievement Center’s children
• and their families
• Process childcare tuition payments in Procare, print receipts for the client
• Maintain and continually update the CACFP Food Program Rosters
• Maintains all CACFP administrative tasks (i.e. maintaining records/forms properly, processes monthly claims, ensures compliance with sites, ensures proper food and supplies are purchase for program).
• Assist childcare staff with various tasks on as needed basis
• Maintain the Accident & Illness log and documents such as they occur. Notifies the family and provides them with a copy of the illness advisory form
• Assist parents logging in medication and provides a medication consent form for any new medications. Notifies director of any new medication
• Distribute faxes, incoming mail and any interoffice mail
• Verify that the Sign in/out sheets are completed correctly and match the classroom attendance sheets. Ensure all children are clock in/out of Procare system.
• Work with any vendors needed for CPL Office Suite 100
• Manage Agency Car Sign Out calendars, keys, and service logs.
• Create documents, spreadsheets and forms to assist with the day to day activities of the center (i.e. grocery list, diaper logs, letters to parents/vendors/community donors)
• Enter ongoing information in ChildpLus
• Enter and maintain information up to date in Procare
• Maintain the uniform organization of child files, including ensuring that all emergency information is up to date
• Assist Center Director with scheduling/organizing center events
• Schedule and execute all maintenance needed for company fleet vehicles and facilities.
• Log all parent volunteer hours for each classroom
• Assist Center Director with readying center for licensing and accreditation visits – including but not limited to center organization, recording trainings in logs, updating child files, etc
• Assist Associate Director with billing for DES, QF, Scholarships, private pay and other funders as assigned

Required Skills/Knowledge/Abilities:

Knowledge of:

• Computers
• Office equipment; copy machines, printers, faxes
• Microsoft Office Programs; Word, Outlook, Excel
• Procare Child Care Management software
• Child Plus software
• Experience in administrative or clerical procedures

Ability to:

• Maintain a professional work environment at all times
• Communicate effectively with families and supervisor(s)
• Work independently for long periods of time
• Maintain confidentiality of work while seated at the front desk to ensure HIPAA compliance

Requirements

Minimum Requirements: or equivalent combination of education and experience

Education:

• High School Diploma

Experience:

• At least 2 years in an office setting

Regulatory:

• Minimum 21 years of age.
• Clean criminal background check and the ability to obtain and maintain an AZ DPS Level 1 fingerprint clearance card.
• Current valid, unrestricted driver’s license, proof of insurance, and a driving record that meets the standards of the agency.
• Must obtain and pass a funder-required physical exam and have a TB skin test prior to beginning employment.

Physical Requirements:

Must be able to:

• utilize Personal Protective Equipment (PPE) for any amount of time necessary to provide a physical barrier to protect the employee and others.
• remain in a stationary position.
• operate a computer, phone, and other office equipment.
• stoop, squat, reach, stretch, ascend, and descend stairs.
• type and write for extended periods of time.

**Although classified as In-office, this position may have periodic meetings in the community setting and may even work from home from time to time, but this is