Administrative Assistant to Adventuretime

JOB TITLE: Administrative Assistant to Adventuretime

CLASSIFICATION: Classified

FLSA STATUS: Non-Exempt

IMMEDIATE SUPERVISOR: Coordinator of Adventuretime

RECEIVES GUIDANCE FROM: Coordinator of Adventuretime, district leadership

PURPOSE OF THE POSITION:

This role supports the daily operations of the Before/After School & Summer Child Care Program by providing administrative, financial, and compliance-related support. This role ensures smooth program functioning through accurate recordkeeping, clear family communication, and adherence to state regulations, particularly those set by the Department of Health and Human Services (HHS) for child care billing and student records.

QUALIFICATIONS:

(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities:

1. Proficiency in standard office equipment (computer, printer, scanner, copier, fax, etc.).
2. Strong verbal and written communication skills for professional interaction and correspondence.
3. Ability to create, format, and edit clear and professional documents.
4. Strong organizational skills with the ability to multitask and meet deadlines.
5. Customer service-oriented with a positive approach to interactions.
6. Ability to manage and maintain databases accurately.
7. Experience with billing, payment processing, or basic bookkeeping required.
8. Self-directed with good judgment and decision-making abilities.
9. Strong attention to detail, especially in billing and recordkeeping.
10. Ability to work independently and as part of a collaborative team.
11. Compassionate, child- and family-focused demeanor.
12. Discretion and professionalism when handling sensitive or confidential information.
13. Experience with HHS billing and recordkeeping or child care assistance programs is required.
14. Strong knowledge of state child care licensing regulations.
15. Proficiency with Google Workspace and ability to learn additional applications.
16. Strong project management skills to track multiple tasks and deadlines.

Education:

1. At least one year of specialized training beyond high school. 

Experience:

1. 3-5 years of experience as an executive secretary or office manager is preferred.  

Equipment:

1. Proficiency in using office equipment including phones, tablets, laptops, and scanners.

ESSENTIAL DUTIES AND RESPONSIBILITIES -

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

1. Serve as a receptionist, greeting visitors professionally and directing them appropriately.
2. Maintain a log of calls, messages, meetings, and appointments.
3. Sort, distribute, and manage incoming mail.
4. Draft, edit, and format correspondence, memos, agendas, and flyers.
5. Maintain organized office files for programs and administrators.
6. Maintain up-to-date student records including enrollment forms, emergency contacts, immunizations, health documentation, and attendance logs.
7. Process and manage all tuition and fee billing for summer and before/after care programs.
8. Maintain accurate payment records and generate invoices and receipts.
9. Manage HHS billing for families receiving child care subsidies or assistance:
1. Submit required attendance, billing, and documentation to HHS systems.
2. Monitor approval status, co-pays, and reimbursement timelines.
3. Communicate with families regarding HHS subsidy paperwork, renewals, and compliance requirements.
10. Follow up on outstanding balances and coordinate payment plans when needed.
11. Assist in enrollment and registration processes for before and after school and summer child care programs.
12. Flexibility in working hours may be required during registration times (i.e summer registration, before and after school registration)
13. Coordinate and manage printing services for instructional materials.
14. Communicate with building and program personnel regarding deliveries and logistics.
15. Provide administrative support for special projects and district initiatives.
16. Assist in preparing reports, presentations, and materials for meetings and training sessions.
17. Maintain reliable attendance and consistent support for district operations.
18. Work closely with translators to help families with registration and required paperwork.
19. Perform other duties as assigned.

SUPERVISION OF OTHERS: None

PHYSICAL REQUIREMENTS:

1. Requires coordination and dexterity in keyboarding, calculating, and handling small objects.
2. Occasional bending, stooping, and kneeling.
3. Ability to lift/move up to 25 lbs.
4. Ability to stand, move, and walk as needed.
5. Drug, tobacco, and alcohol-free workplace.
6. Must be able to see and hear within normal limits with or without corrective aids.
7. Ability to operate a motor vehicle for travel between sites.

WORKING CONDITIONS:

1. Primarily office or school setting.
2. Occasional exposure to body fluids, fumes, noise, and hazardous materials.

TERMS OF EMPLOYMENT:

1. At-will employee.
2. 12-month position.
3. Per Board Policies and administrative guidelines.
4. Performance is evaluated annually.