Administrative Assistant

The Administrative Assistant plays a vital role in supporting the financial, enrollment, and administrative operations of the center. This position manages billing and tuition accounts, processes accounts payable/receivable, oversees subsidies and grant funding, ensures accurate payroll and staff records, and coordinates the enrollment process for new and returning families. The role also provides front office support, assists with reporting, and ensures compliance with state regulations, licensing, and funding requirements. Strong organizational skills, attention to detail, and excellent communication are essential to ensure smooth operations and a welcoming experience for families.

Essential Duties and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Financial Operations

• Maintain accurate billing records, issue invoices, and track tuition payments and outstanding balances.
• Apply for and manage subsidies; maintain records of applications, approvals, and payments.
• Process accounts payable and receivable, including vendor payments and incoming funds.
• Reconcile transactions, monitor outstanding invoices, and maintain accurate financial ledgers.
• Track and report on cash flow; prepare periodic cash flow statements.
• Monitor and record grant-related expenditures (e.g., Pre-K, CACFP) and ensure compliance with funding requirements.

Payroll & Employee Records

• Collect and input payroll data accurately; process employee compensation on schedule.
• Maintain secure staff files, including certifications, training records, and evaluations.
• Coordinate with HR on compensation updates and payroll compliance.

Enrollment & Family Support

• Manage the full enrollment process: track inquiries, oversee waitlists, collect required documents, and maintain compliance with licensing standards.
• Enter new student data, update class rosters, and distribute enrollment information to leadership.
• Conduct center tours, family orientations, and parent conferences as needed.
• Maintain accurate records on child attendance, immunizations, health, and development.
• Support recruitment efforts and assist in retention activities such as family surveys.

Administrative & Front Office Support

• Provide administrative assistance to center leadership as needed.
• Answer and route phone calls; greet and assist visitors.
• Monitor and manage front door access for visitors and deliveries.
• Support licensing, funding, and internal documentation requirements.
• Prepare and distribute reports, including enrollment, attendance, and financial summaries.
• Assist with marketing materials, open houses, orientations, and community outreach events.

Qualifications

• High school diploma, GED, or equivalent required; Associate’s or Bachelor’s degree in Accounting, Business, Early Childhood Education, or related field preferred.
• Minimum of 2 years’ experience in bookkeeping, accounting, customer service, or childcare administration.
• Proficiency in Microsoft Office; experience with accounting software (QuickBooks, Excel) and childcare management systems preferred.
• Strong attention to detail, organizational, communication, and time management skills.
• Ability to handle confidential information responsibly.
• Knowledge of accreditation, licensing standards, and public funding programs (Pre-K, CACFP, subsidies) preferred.

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person