Early Childhood Education Office Coordinator

COMMUNITY ACTION ALGER MARQUETTE

Job Description

EARLY CHILDHOOD EDUCATION (ECE)

Office Coordinator

Supervised by: Enrollment Services Manager

Supervises: Clerical Aide for Early Childhood Education

General Summary:

The Early Childhood Education Office Coordinator is responsible for managing the data and documentation of all child and family files. The ECE Office Coordinator oversees the Child and Adult Care Food Program (CACFP) and ensures compliance. This position also manages component payroll tracking and vendoring of bills. The ECE Office Coordinator handles inventory and ordering for all component supplies. Assists the ECE Director as needed on special projects.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Supervises and trains the Clerical Aide. Manages 3rd party vendor relationships.

2. Prepares and submits the annual grant application for the Child and Adult Care Food Program (CACFP). Maintains required documentation and compliance. Collects and submits monthly reimbursement requests. Prepares and submits required reports.

3. Enters all applications into the ChildPlus data management system. Monitors data quality and accuracy in Child Plus. Assists Director in completion of the Program Information Report (PIR) annually. Conducts internal audits of files.

4. Enters student data into the Michigan Student Data System (MSDS) system. Attends training as needed to stay current on data management procedures.

5. Manages inventory and does third party vendoring for program, office and educational supplies. Distributes materials as necessary.

6. Maintains documentation of all in-kind services. Records and calculates non-federal share donations.

7. Receives and processes applications, assists potential and returning clients with the application process.

8. Collects 1. and enters data and information in computerized tracking system and paper filing systems. Prepares or assists in preparing a variety of internal and external analytic and programmatic reports.

9. Establishes and maintains a comprehensive filing and records keeping system including complex, detailed databases and program tracking systems. Assists others in accessing documents and information.

10. Arranges meeting locations, prepares materials and oversees room set-up. Attends meetings, takes minutes, and transcribes minutes as assigned.

11. Records employee attendance and use of accrued time-off. Codes ECE timesheets with complicated grant splits. Verifies payroll sheets, mileage and travel vouchers.

12. Distributes incoming mail and prepares outgoing mail as required.

13. Responds to inquiries, requests and concerns related to the component and its programs. Refers special cases to supervisor when necessary.

14. Assists with bookkeeping including daily deposits, petty cash and vendoring bills. Ensures proper account forms and receipts are submitted and coordinates process with accounting personnel. Completes billing for the CACFP program and other contracts.

15. Maintains and updates component forms, parent handbook and other documents as required.

16. Completes special projects and performs other duties as assigned.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

• Associate’s degree or higher
• Five (5) years of Administrative Assistant work
• Knowledge of databases (Child Plus, Excel)
• Proficiency in Excel
• Supervisory or team leader experience
• Knowledge of the professional practices and techniques used in business writing, record keeping, office organization, and related areas
• Skill in effectively communicating ideas and concepts orally and in writing
• Ability to maintain a professional and courteous demeanor on the phone and with visitors
• Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with clients and other employees
• Ability to understand and follow complex oral and written instructions, and carry them out independently
• Ability to work effectively within deadlines and with changes in work priorities

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.

While performing the duties of this job, the employee is typically in an office setting where the noise level is usually quiet.

Job Type: Full-time

Pay: $16.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Mileage reimbursement
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Marquette, MI (Required)

Work Location: In person