Center Office Manager

Accountability

Reports to and is supervised directly by the Center Services Manager. Employee is also accountable for understanding and complying with CPLC policies and procedures.

Specializations

• Administrative Operations & Office Management
• Head Start Program Administration & Compliance
• ChildPlus Database & Records Management
• Personnel File Maintenance and HR Coordination
• Procurement, Budget Tracking, & Inventory Control
• USDA Reporting & Documentation Support
• Family Engagement & Bilingual Communication Support
• Training, Meeting & Project Coordination

Primary Duties And Essential Functions

• Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone, contacts, accounts payable and receivables, contracts or service agreements and computer processing.
• Maintain center personnel files, ensure required documents and functions are performed and updated monthly to comply with Licensing requirements.
• Update or revise data collection tools including ECD ChildPlus record keeping system such as CPLC Procure Desk, ADP, ECD calendars, USDA reports and monthly center newsletter.
• Maintain center credit card receipts and credit card monthly reconciliation.
• Absorb and assist with establishing and maintaining ECD Child Plus record keeping for children/families, staff, and volunteers.
• Collect and submit any employee changes/updates (education, insurance, tax changes, credentials, direct deposit etc.) to CPLC Human Resource Department and/or Finance Department in accordance with Federal Laws.
• Absorb and assist with organizing/scheduling staff meetings and training, preparing agendas, taking minutes and assisting with other meeting logistics as appropriate.
• Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.
• Help in training sessions for center staff on administrative forms and processes, such as ADP, time and attendance corrections, HR Forms, meal counts, etc.
• Function as the center designee person for communication and disseminating information within ECD administrative offices, CPLC corporate office and the community as appropriate.
• Maintain the center’s Media Resource Library (Lending Library currently maintained by Master Teachers, may vary by site).
• Manage inventory, cataloging and distribution of media materials.
• Manage inventory and coordinate center supply and equipment inventory.
• Facilitate collection and submission of orders for center supplies while following center budget by utilizing the CPLC Procure Desk.
• Maintain center in-kind collection through Learning Genie and ChildPlus entry.
• Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
• Record classroom attendance at ChildPlus 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.
• Absorb and assist with assisting with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.
• Absorb and assist with attending professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meetings and conferences.
• Absorb and assist with coordinating special projects and statewide initiatives as assigned and following Federal Law & Regulations.
• Perform other duties as requested by immediate supervisor necessary to carry out the administrative and programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.

Minimum Qualifications

• HS/GED and 2 years of progressively responsible experience in successful office operations and management are required.
• Bilingual (English/Spanish) required. This role requires regular communication with Spanish-speaking clients, stakeholders2, and partners.

Other Requirements

• Experience and commitment to working with multiethnic, multicultural, low-income populations.
• Excellent attention to detail, analytical, and problem-solving skills.
• Demonstrated interpersonal and verbal and written communication skills, including ability to present operational information to personnel at all levels.
• Excellent documentation and accounting skills.
• Organizational skills and proven ability to follow up and meet deadlines.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook, especially Microsoft teams).
• Must be able to travel statewide as needed.

Pre-Employment requirements

• Employment in this position is contingent upon successful completion of all required pre-employment screenings and subject to credentialing checks to maintain compliance with licensing and contractual requirements.
• Fingerprint-based background check in accordance with federal, state, and contract requirements.
• Child Abuse and Neglect Registry Check (CPS check) as required for roles working with vulnerable populations.
• Criminal history background check meeting applicable state, federal, licensing, or program standards.
• Pre-employment medical clearance, which may include a physical exam, TB test or Chest X-ray to confirm ability to perform essential job functions with or without reasonable accommodation.
• Drug screening in compliance with company policy and applicable state law.

Driving

• Employees who operate a vehicle for business purposes must maintain a valid driver's license and required insurance coverage.

Benefits

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