Office Manager DC-5

Summary:

Under the supervision of the Program Director, the office manager will assist families in ensuring their needs are met by licensing and program standards. They will support center staff with daily operational duties and maintain professional interactions with staff, visitors, and parents. The office manager will work closely with the Program Director, keeping records of parent billing, meal counts, and children's attendance.

Essential Functions:

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Operational Services:

• Greet, assist, and direct all visitors and incoming phone calls
• Collects all data needed for CACFP meal count reporting
• Responsible for inputting center-wide attendance
• Responsible for the distribution and record-keeping of petty cash
• Collects, copies, distributes, and keeps record of mail
• Prepares letters, flyers, and all other communication needed for parents
• Responsible for completing all center-based orders
• Prepares reports as needed
• Completes all paperwork on time
• Attends scheduled meetings, parent meetings, trainings, and center events assigned
• Knowledgeable in Microsoft Word, Excel,l and inputting information on database software
• Knowledgeable in basic math skills
• Maintains general forms and files up to date
• Keeps track of parent billing and provides billing to parents (when applicable)
• Responsible for delivery of parent accounts to finance (when applicable)
• Collects, monitors, and maintains all active NOD (when applicable)
• Establishes and maintains good working relationships with Ibero staff, staff from related agencies, and parents.
• Follows Ibero's program policies, procedures, and standards
• Follows state and federal laws, rules, and regulations for childcare programs.
• Completes all other duties as assigned by the Program Director

Skills and Abilities:

• Analytical Skills - Ability to use thinking and reasoning to solve a problem; ability to collect and use data to inform decisions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Customer Oriented - Ability to care for customers’ needs while following company procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards.
• Interpersonal-Ability/desire to understand others’ attitudes/interests/needs/nonverbal behavior, listening skills, and understanding strengths/limitations of others.
• Relationship Building-Ability to build/maintain friendly relationships/networks with people who might be useful in achieving work-related goals.
• Reliability - The trait of being dependable and trustworthy.
• Communication, Oral and Written - Ability to communicate effectively with others using the spoken word and ability to communicate in writing clearly and concisely.

Position Qualifications:

• Associate’s degree in office management, Secretarial or Human Services, or equivalent combination of education, preferably a minimum of one year of direct experience working with families.
• Requires basic knowledge of Human Services and community agencies/services available to the public.
• Bi-lingual in Spanish, both written and verbal.
• Sensitive to children and family needs.
• Must have a good police record and health.
• Good written and oral communication in both languages.
• Ability to perform all physical duties required by the position.
• Ability to speak positively and respectfully to children and families.
• NYS background check.
• Must possess a valid NYS driver’s license, satisfactory driving record, and transportation.
• Demonstrate ability to work cooperatively.
• A combination of education, experience, and training other than the above may be approved by Ibero's President and CEO.

Authority:

This position holds a relatively high degree of independence within the framework of the agency’s policies and procedures. Must exercise considerable autonomy, and initiative and make decisions regarding completion of tasks and monitoring activities. Must use sound judgment in reaching those decisions and use established policies and procedures in the day-to-day direct service tasks.

Physical Demands:

The position does require occasional standing, squatting, and lifting to approximately 40 lbs. And frequent sitting.