REPORTS TO Executive Director and Assistant Director
Overview of the Position
The Office Administrator plays a key role in streamlining our workflow as the link between administration, staff, clients and supporters. The Office Administrator is responsible for maintaining an organized front office, performing clerical and bookkeeping duties, cultivating positive relationships and providing backup support for administrative staff and other employees as needed.
Collect and receive tuition and provide receipts when paid in cash
Answer phone and direct telephone calls; check voicemail; maintain phone log
Respond to email messages/voicemails
Convey messages to classrooms in a timely manner
Answer security door, greet & direct visitors, and assist parents as needed
Follow up with parents as requested when child is absent from school
Perform general administrative, clerical, and executive support tasks
Perform basic bookkeeping tasks as needed
Oversee facility management and maintenance
Update Monthly Calendar
Maintain children’s records and database assuring every child has a complete file
For Little Giants Program, maintain a copy of all registration forms
Update and maintain enrollment materials including annually registration materials, welcome information packets and intake folders
Ensure registration forms are available on our website
Coordinate use of office space
Translate materials into Spanish as requested
Maintain database, website and social media
Send out blast e-mail in regards to events, emergencies and program information
Operate office machinery including light maintenance and troubleshooting
Oversee CACFP (Child Adult Care Food Program) providing monthly meal participation sheets and attendance forms
Prepare mailings and solicitations as directed by Development Team
Post signs on doors when school is closed
Manage inventory of office supplies; purchase supplies through designated vendors
Update Staff List as needed
For new employees, gather personal information for Staff List and Emergency Staff List, order Name Badge and set up mailboxes
Terms of Employment
Competitive salary and benefits reviewed annually by the Board of Directors.
Bi-lingual Spanish language preferred
High school diploma or equivalent required; college preferred
Academic background in business administration
Several years of experience in administrative support roles or office management
Proficient with Microsoft Office tools, internet research skills
Proficient with social media including Facebook, Instagram, Mail Chimp, etc.
Knowledge of early childhood education and/or child development
Knowledge of general administrative and clerical procedures
Working knowledge of governmental contracts preferred
Demonstrate excellent interpersonal, organizational and communication skills
Moderate degree of physical stamina with occasional lifting of 15-20 pounds. Ability to move freely to various locations within the office and other business and community settings. Frequent standing, walking and bending. Frequent repetitive activities including hands, arms, and legs for clerical and related telephone work. Exposure to noise and activity of a school and office setting.
About HP Community
The Highland Park Community Early Learning Center (HP Community) is located at 1850 Green Bay Road in downtown Highland Park and will be moving to 640 Ridge Road, Highland Park in the fall of 2019. The program was founded in 1951, by Martha Struve Freeman to provide high-quality, early care and education. The program utilizes a sliding fee scale for an intentionally diverse group of children who reside in Highland Park and neighboring communities. We are committed to providing a safe, educational and nurturing environment where children feel safe, cared for and respected. We believe every child deserves to thrive.
The following programs are available:
• Partial Day – year-round 2 ½ - 5 year olds (8:45 – 12:30)
• Full Day – year-round, part-time or full-time care for 2 - 4 year olds (7:30 AM – 5:30 PM).
• Summer Camp – 2-5 year olds receive early childhood education plus special nature and cultural arts activities, weekly art and music classes, water and sand play, walking field trips, and picnic lunches/cookouts.
• Preschool For All – a 3 hour state-funded program following North Shore School District’s school year, for children who may be “at risk” for academic failur...e.
• Wrap Around Child Care – students receive breakfast, lunch, and an afternoon snack (prepared on site) and nurturing care in an enriching environment while parents are working or attending classes.
• Two Year Old Care – children work on independence, toilet training and other self-help skills. The receive a nutritious breakfast, lunch and snacks with nurturing care in an enriching environment.
• COMING SOON – Toddler & Infant Care