Office Manager at Early Childhood Education Center (ECEC)

Schenectady Site

517 Bradt Street, Schenectady NY

Be a part of making a difference in children’s lives working as an Office Manager for the Early Childhood Education Center (ECEC) at our Schenectady Site! ECEC is a not-for-profit NYS Department of Education and OCFS approved school for children ages 3-5 with special needs. This location has two self-contained classrooms and one integrated classroom. The Office Manager works in close contact with the Program Coordinator, Social Worker and employees at the Site.

Onsite Position

Monday - Friday 30 hours per week

Job Description:

• Welcome parents, school district staff, etc. who visit and help them with whatever they need and/or directing them to the right place/person
• phones and phone coverage
• take accurate and detailed messages and get messages to staff in a timely manner
• be able to explain basic description of programs offered by ECEC as well as site specific
• be familiar with names’ of staff, students, families
• office manager may be asked to come in during vacation if pre-arranged
• Supports the site director and takes direction from them
• Participate in Agency Committees such as the Safety Committee and Events such as picnic, graduation and art show (etc.) to help foster parent relationships
• Typing as necessary throughout the year
• all evaluations during annual review season in a timely manner (coordinating the receipt of all discipline pieces, typing, and editing), working with staff to setup individual shells/templates that are helpful for report season
• Create and send home reminders to families of upcoming vacations, Holidays, days off
• invitations, certificates, bulletins and programs for the annual moving up ceremony or other events
• all thank you letters for donations made to the agency (toys, clothes, etc.) (monetary donations are forwarded to admin.)
• business cards for site coordinator/social worker
• prepare a transportation list for staff, keeping it updated
• quarterly reports, cover letters, envelopes
• updated class lists, etc.
• correspondence on behalf of the agency, site
• Files and Record Keeping
• set up and maintain children’s files and complete discharge and close out files when children leave the program
• File monthly session notes
• coordinate medical updates with Admin
• ensure personal information is current
• complete transportation information and changes, and keeping current (in file, with county)
• prepare files for archive
• keep all agency forms organized and updated
• prepare CPSE meeting information for Site Coordinators (copy of justifications, evaluations, program form, billing summary, dismissal forms and annual review forms) with collaboration from site coordinator
• Managing Frontline IEP tasks
• Assist with annual reviews
• Contact district for meeting dates and to create drafts
• Collaborate with site coordinator to create a schedule for providers
• Create annual review templates and share necessary forms
• Enter information in Frontline if necessary
• Send annual review reports to district and county
• Print out Annual Review Report for file
• Prepare Annual Review Results sheets
• Check IEP’s for accuracy
• keep track of evaluations done and changes of frequencies and reprint IEP’s when finalized with changes to give to site coordinator
• check frequency charts (class lists) with meeting results
• Keep daily, monthly and yearly attendance records (students) sent monthly to Admin. Keep a monthly attendance sheet for staff and send to Admin. Keep daily sign in/out sheets and whole days off for staff and fax to Admin.weekly. Provide vouchers for 1:1 aides/subs/TA’s if necessary and fax to Admin. on Monday before 9:00 am
• Attendance coordination with Social Worker for three day student absences
• If applicable: send monthly breakfast/ lunch list and money to Administrative office (as well as the Lunch Verification form sent at the end of each month to the school district for billing lunches to our agency)
• Keep records of all fire drills throughout the year (date, time executed, and time completed)
• Perform building inspections for safety checklist and arrange for yearly inspections with collaboration from Site Coordinator
• Respond to all requests from Admin office for information
• Maintain a site database on child enrollment to:

-create database forms for administrative office

-create an emergency contact form on students for classroom

-create a list of parent permissions/ allergies and distribute

• State Immunization Worksheets for all program and nursery school children (October)
• Photocopy information when needed
• Liaison to host site if appropriate
• Hold down the fort when site coordinator and social worker are not on site
• Pick up and distribute mail accordingly and provide proper postage for outgoing mail and drop off at post office or box
• Submits orders, opens all packages as soon as possible; records inventory; ensures invoices/packing slips are sent to Admin
• Records and maintains building inventory
• Submits office and paper supplies requests for site as well as keeping the supply cabinet organized, acquiring PO numbers for grocery supplies/Walmart card, checking packing slip & forward to Admin site
• New parent packets- copy information, collate, and package into folders
• Facilitate book orders as appropriate (e.g., Scholastic Books, Books Are Fun, etc.)
• Arrange school picture days with photographer with Site Coordinator and/or Social Worker
• Submit and share transportation forms
• Deal with transportation issues as they arise with bus companies and parents (if site coordinator is not available)
• Maintain (call for service when needed, keep dry ink filled, etc.) of any office equipment (computer, fax, copier)
• Help in classrooms when an extra staff person is needed for a short period, meeting a late bus in the morning and escorting the child(ren) to classroom when necessary
• Complete all OCFS training requirements (Mandated Reporter and Foundations in Health and Safety Courses) and uploads trainings in Aspire
• Coordinate OCFS inspections in collaboration with the site director
• Attend all meetings as requested by site director

Qualifications:

• AA degree or HS diploma with experience in office systems
• Proficient in Microsoft Office Suite
• Familiar with Google Suite (email, Drive, etc.)
• Interpersonal communication skills & professionalism
• Problem-solving skills
• Excellent time management
• Ability to multitask
• Takes initiative & helpful
• Attention to detail and accuracy
• Planning and organizational skills
• Ability to adapt to a constantly changing environment
• Supportive team member
• Knowledge of IT systems including email, phone systems, software programs, spreadsheets, publishing, databases;faxing, copying/scanning; internet troubleshooting
• Experience in school settings preferred
• Must be cleared to work at school by NYS OCFS

Full Time Benefits:

Health insurance, dental insurance, vision insurance, life insurance,

Employee Assistance Program, short-term & long-term disability, 403(b) Retirement

School calendar with paid vacations, paid time off, flexible schedule

Professional Development

Hourly rate based on experience starting at $20.25

Job Type: Part-time

Pay: From $20.25 per hour

Expected hours: 30 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person