Office Manager

Key Responsibilities

• Provide administrative assistance for center operations, adhering to organizational policies and Head Start standards.
• Maintain front desk coverage to ensure a welcoming and professional atmosphere.
• Update and manage the center’s SharePoint calendar to reflect activities and closures.
• Record and distribute minutes from meetings and coordinate events, training, and office functions.
• Facilitate and track parent volunteer activities, including hours and in-kind documentation.
• Maintain a database of community partners and their services.
• Manage compliance with program guidelines, including organizing sign-in sheets, menus, receipts, and USDA documentation.
• Conduct active supervision audits and playground safety checks.
• Cookout bus evacuation drills and manage building security, maintenance, and repairs.
• Regularly inspect and ensure adherence to safety protocols.
• Support onboarding processes and maintain up-to-date employee certifications and licenses.
• Ensure timely reporting of workers’ compensation cases.
• Oversee procurement processes, credit card usage, and month-end financial reports.
• Train staff on procurement procedures and ensure cost-effective purchasing.
• Monitor child attendance and compliance in C-FIT.
• Maintain the center calendar for planned and unplanned closures.
• Record in-kind contributions and ensure accurate documentation.
• Conduct and document inspections (e.g., fire drills, health and safety checks).
• Support grant applications, community assessments, and surveys.

Requirements

• A high school diploma or associate degree (or higher) in administration, management, or related field.
• Bilingual in Spanish and English strongly recommended.
• Ability to lift up to 50 lbs. and perform physical activities associated with preschool administration.

Skills

• Strong attention to detail and multitasking abilities.
• Commitment to child safety, parent engagement, and fostering a collaborative team culture.
• Proficiency in administrative tools and compliance management.