Center Office Manager

About the Role

CPLC's Early Childhood Development (ECD) programs are committed to giving every child, regardless of circumstances at birth, an opportunity to succeed in school and life. The Center Office Manager provides high-level administrative and staff support to center operations consistent with the Head Start Performance Standards and CPLC Policies and Procedures. This role promotes school readiness by preparing children and families for school and life success. The position requires active supervision of children by sight and sound at all times and in all environments, maintaining health and safety regulations, and facilitating health practices to keep children safe in various environments.

Responsibilities

• Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables, and computer processing.
• Maintain center personnel files, ensuring required documents and functions are performed and updated monthly to comply with Licensing requirements.
• Update or revise data collection tools including ECD Child Plus record-keeping system such as Empower, ECD calendars, USDA reports, and monthly center newsletter.
• Maintain center credit card account and submit credit card reconciliation reports monthly.
• Assist with establishing and maintaining ECD Child Plus record-keeping for children/families, staff, and volunteers.
• Collect and submit employee changes/updates (education, insurance, tax changes, credentials, direct deposit, etc.) to CPLC Human Resource Department and/or Finance Department.
• Organize/schedule staff meetings and trainings, prepare agendas, take minutes, and assist with other meeting logistics as appropriate.
• Maintain confidentiality in matters pertaining to administrative and programmatic issues.
• Aid in training sessions for center staff on administrative forms and processes, such as Empower, time and attendance corrections, HR forms, meal counts, etc.
• Function as the center designee for communication and disseminating information within ECD administrative offices, CPLC corporate office, and the community.
• Maintain the center’s Media Resource Library, including managing inventory, cataloging, and distribution of media materials.
• Maintain and coordinate center supply and equipment inventory.
• Facilitate collection and submission of orders for center supplies while following the center budget.
• Maintain center in-kind collection and Child Plus entry.
• Maintain scheduling of center cell phone and vehicle gas cards, including regular vehicle maintenance.
• Record classroom attendance in Child Plus on a weekly basis.
• Collect weekly meal counts, USDA food purchase receipts/invoices, and employee Time Distribution reports for monthly submission of USDA report to CSM and Nutrition Coordinator.
• Demonstrate awareness and sensitivity to cultural issues and community practices of low-income and at-risk families, including dual-language speakers.
• Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed.
• Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meetings, and conferences.
• Perform other duties as requested by the immediate supervisor necessary to carry out administrative/programmatic activities to fulfill the goals and objectives of CPLC ECD.

Requirements

• High School diploma or GED and 2 years of progressively more responsible experience in successful office operations and management.
• Basic knowledge of modern office methods and procedures, filing, telephone etiquette, as well as English usage, spelling, grammar, and punctuation.
• Bilingual English/Spanish preferred.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to maintain good working relationships with all co-workers and the public, and to use good judgment in recognizing the scope of authority.
• Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system).
• Use of computer, projection equipment, computer software programs (e.g., Microsoft Office, Adobe), and web-based systems.
• Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start Program Performance Standards, Daycare Licensing, USDA reports, local, state, and federal regulations on reporting procedures preferred.

Benefits

Full-time employees receive a comprehensive and competitive suite of benefits:

• Generous Paid Holiday
• Employee Recognition Program
• Paid Time Off & Paid Sick Days
• Free Preventative Services & Wellness Rewards
• Medical, Dental, and Vision for Spouse/Domestic Partner & Children to age 26
• Health Savings Account & Flexible Spending Account
• Life + Disability options
• Employee Assistance Program
• Telemedicine & Concierge Services
• 401(k) Retirement Plan
• Pet Care, Life Mart Purchase Discounts
• Tuition Reimbursement for qualifying degrees
• Mileage & Cell Reimbursement for qualifying roles
• Identity Theft Protection & Voluntary Benefits