Early Learning Indiana
Job Summary: The Office Manager is responsible for the oversight, compliance, and day to day operation of the center in the absence of the Center Director. The Office Manager is responsible for maintaining child/staff ratios at all times and maintaining accurate financial and enrollment records for the Center. The incumbent is also the face of the center – responsible for greeting guests, answering the phone, providing classroom tours, and assisting parents, staff and guests with concerns or question
Experience and Education
- Previous experience in a business role requiring frequent interaction with the public and detailed paperwork handling such as a retail store manager or office manager for a doctor’s office.
- Supervisory experience preferred
- High school diploma
- High level of comfort with computers including Microsoft Office products, especially Excel.
- Detail orientation.
- Ability to maintain a friendly yet professional demeanor and think quickly in high-pressure situations with angry coworkers or clients.
- Ability to use good judgment in making business decisions and in deciding when assistance from supervisor is necessary.
Essential Duties and Responsibilities
- Serve as initial Center contact for parents and visitors via phone and in person.
- Monitor staff departures to ensure staff are leaving promptly when ratios are met.
- Monitor staff greetings to children and parents to create friendly, smiling atmosphere for DEL clients.
- Monitor staff to ensure the needs of the children are met.
- Replace absentee staff with substitutes to maintain proper staff/child ratios. Consults with Director and/or Office Manager when necessary to accomplish this task, and assists in rooms as needed to meet proper ratios.
- Accept phone calls from absentee teachers, keep list of calls, times, reasons for absence and turn into Director daily.
- Contact substitute personnel using part-time personnel and substitute list, or call in late staff to come earlier.
- Answer questions of parents or visitors concerning the center.
- Assist parents if there is a problem with a teacher or a procedure, etc., and refer problems in writing to the Center Director.
- Oversee enrollment process, including tours, required paperwork, and maintaining the CRM database.
- Assist in collecting fees from families, including processing Insta-Charges on demand for families, as well as reminding families who still owe, and excluding families who are more than 2 weeks behind.
- Assist in assuring POS times for parents on CCDF are input correctly and timely. Remind CCDF clients to swipe daily if more than 1 day behind.
- Refer problems with staff to the Center Director.
- Monitor classroom sign-in sheets and Life Cubby.
- Monitor classroom use of Life Cubby
- Ensure compliance with all FSSA, CACFP, NAEYC, and ELI guidelines and policies.
- Exclude children from care based on communicable disease policy.
Early Learning Indiana is proud to be an Equal Opportunity Employer/Vet/Disabled
Enthusiastic: Shows intense and eager enjoyment and interest
Team Player: Works well as a member of a group
Leader: Inspires teammates to follow them
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work
Self-Starter: Inspired to perform without outside help
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
High School or better.
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