Description

Office Manager

REPORTS TO: Site Director, Early Childhood Programs

SUMMARY

The Puerto Rican Action Board (PRAB) is a comprehensive human services organization in Middlesex County, New Jersey. We provide a comprehensive range of essential services for children, youth, families, and senior citizens. We deliver need-based assistance to low and moderate-income residents of Central New Jersey and serve as advocates for those seeking to live productive, self-sufficient lives.

The Office Manager is responsible for providing administrative support to the Site Director to support the operation of the Early Childhood Center. S/he is knowledgeable of internal systems used for general program operations, practices and procedures. Reporting to the Site Director, s/he provides assistance and guidance to other staff in a collaborative manner with respect to the organization as a whole. S/he works closely with the Site Director to ensure program compliance and to meet program and organizational goals. S/he support the Site Director in ensuring that all EC program activities are coordinated, integrated, data-driven, and well-executed with attention to detail. S/he is able to thrive in a fast-paced, complex, dynamic environment, and promotes entrepreneurism, creative problem-solving, and respect and compassion for staff members and the populations PRAB serves.

RESPONSIBILITIES

Administration

• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
• Maintain attendance log.
• Maintain well organized student records and complete documentation immediately after meetings.
• Participate in fund raising activities.
• Participate in completing required CACFP record keeping and reports.
• Maintain communication with Human Resources for accurate staff records of attendance and time sheets.
• Assure that programmatic and fiscal reports are submitted on a timely basis.
• Maintain bookkeeping system to track student voucher payments.Follow-up with non-payments.
• Monitor E-Child Care System on a daily basis; follow up with parents regarding incorrect or incomplete attendance records.
• Establish, organize and maintain programmatic files, correspondence, student and staff files and records.
• Maintain all records, and reports of attendance including wraparound care attendance through Electronic Child Care (ECC) Provider Web Portal.Ensure all parents are in compliance with recording / swiping their child(ren) daily attendance.Follow up with parents regarding any payment or attendance issues.
• Maintain office and classroom inventories, and order classroom and office supplies.
• Screen all telephone calls, mail and visitors.
• Type reports, forms and correspondence etc.
• Complete monthly CACFP Meal Count.
• Complete monthly CACFP Attendance Count.
• Cross reference Attendance Records with Meal Count Records for the End of the Month CACFP report.
• Complete and submit CACFP voucher to Main Office by the required deadline.

Family and Community Relations

• Serve as a resource person to the families and staff.
• Establish positive relationship with parents and children and center staff and serve as a liaison between home, Center and District’s early Childhood Education Office.
• Assist Teachers with conduction parent-teacher conferences and if necessary, help with translating.
• Encourage parents to participate in the program.
• Communicate with children at their development level.
• Encourage children to be independent.
• Use appropriate and positive discipline.

Communication

• Maintain and safeguard the rights of each family/child to privacy, respect and confidentiality.
• Maintain contact with parents to promote regular student attendance.
• Develop good communication with co-workers and supervisors.

Professional Responsibilities and Development

• Insure compliance with PRAB rules, regulations and procedures accordance with Employee Handbook.
• Exercise leadership within the school and community to deal with changing needs and concerns.
• Provide professional assistance to the Site Director, the school and community, by keeping informed about changing needs and concerns within the school’s area of family development and community service responsibility.
• Ensure confidentiality to all children and families.
• Work in collaboration with staff and supervisors.
• Grow professionally and actively participate in the school’s professional learning community.
• Attend on Staff Meetings.
• Demonstrate consistent and reliable attendance and punctuality.
• Performs other duties as assigned by Site Director or Senior Director of Early Childhood Programs.

General

• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
• ollow Center policy for the discipline and care of students in accordance with the DCF, Office of Licensing and PRAB manual & procedures.
• Insure compliance with PRAB rules, regulations and procedures accordance with PRAB Employee Handbook.
• Understand and follow center’s Crisis Management Plan and Procedures.
• Assist with compliance with CACFP requirements and regulations.

QUALIFICATIONS

• Associate Degree in Secretarial Sciences or related field preferred.
• Documented, related work experience may be substituted for academic requirements year by year.
• Proficient writing and verbal skills.
• Ability to type 45 words per minute.
• Ability to work independently.
• Preferably bilingual Spanish/English.

KNOWLEDGE, SKILLS & ABILITIES

• Fully committed to PRAB’s vision, mission, and strategic goals and outcomes
• Excellent organizational, analytical, oral and written communications skills
• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.

• ollow Center policy for the discipline and care of students in accordance with the DCP&P and PRAB manual & procedures.
• Insure compliance with PRAB rules, regulations and procedures accordance with PRAB Employee Handbook.
• Evidence of emotional maturity and stability.
• Evidence of sufficient security and judgment to handle crisis situations.
• Ability to seek supervision and use it constructively.
• Ability to communicate with parents effectively.
• Ability to work collaboratively with a fast paced, highly interactive staff
• Proven ability to work effectively in a team setting
• Proven ability to work well with diverse groups
• Proven ability to handle multiple tasks effectively under pressure
• Proven ability to meet strict deadlines within time constraints
• Computer literate with knowledge of Microsoft Office applications
• Bilingual English/Spanish recommended
• Demonstrated maturity, integrity, and sound judgment

Physical Demands and Working Environment

• Regularly stand, sit, and walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
• Frequently lift and/or move up to 25 pounds
• School staff will be working in a busy and occasionally noisy environment that is typical to the school environment

Compensation and Hours

• This is a full-time, non-exempt, salaried position
• Salary is based on an pre-established range and is commensurate with experience
• Includes some early evening and weekend work hours
• Benefits are generous, including paid employee health and dental insurance (some employee contribution required); voluntary vision and retirement plans are also available
• Paid time off includes sick, and personal days, and holidays

PRAB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER