Childcare Administrative Assistant

Childcare Administrative Assistant
Status: Full-Time, Non-Exempt
Location: Madisonville CoStars – 4550 Red Bank Expressway
Schedule: 1pm - 6pm Monday - Friday
Additional Expectations: Some travel to after-school sites; occasional classroom ratio support

About the Role

The Childcare Administrative Assistant plays a key role in supporting Early Childhood and School Age (ECSA) programs by providing administrative, programmatic, and reception support. This position manages client records, data entry, communication with families, and daily operational tasks. The specialist also provides classroom coverage as needed and engages children in activities promoting healthy development and school readiness.

This individual will work onsite at the Madisonville CoStars location and support administrative needs for both early childhood and after-school programming.

Primary Responsibilities

Core Values & Personal Effectiveness

• Work respectfully with individuals of diverse styles, opinions, and cultures.
• Maintain a positive, flexible attitude to meet critical business needs.
• Prioritize tasks effectively and communicate needs clearly.
• Demonstrate care for clients’ and customers’ experiences.
• Participate in required trainings and professional development.

Direct Client Service & Quality Support

• Maintain a professional and positive image when interacting with clients, families, staff, and visitors.
• Fulfill reception duties for early education programs.
• Provide classroom coverage and program support (field trips, kitchen, transportation) to meet licensing and ratio requirements.
• Supervise and engage children in developmentally appropriate activities.
• Assist with data collection, surveys, quality reporting, and database entry.
• Travel to school-age sites as needed for administrative support.
• Ensure chart reviews, audits, and documentation are completed accurately and on time.
• Attend supervision, agency trainings, seminars, and professional development events.

Administrative & Fiscal Responsibilities

• Establish and maintain Client Records (ICRs) from intake through discharge.
• Maintain organized filing, binders, spreadsheets, and tracking systems.
• Support copying, laminating, and document preparation needs.
• Oversee fee collection processes, support families with invoices/TAPS, and ensure required payments.
• Submit attendance for children receiving vouchers or financial assistance (HCJFS and CPP).
• Provide backup clerical support for agency programs.

Internal & External Collaboration

• Represent the agency professionally within the community and with clients.
• Access internal support areas as needed to complete work and improve processes.
• Maintain lobby and community areas in collaboration with leadership and facilities.
• Coordinate mail and payment pickup/delivery; staff the reception area as assigned.
• Participate in relevant agency and departmental meetings.
• Support planning and implementation of special events (open houses, outreach, partner events).

Minimum Qualifications

• Associate degree preferred; high school diploma/equivalency with 2 years office experience considered.
• Project management experience required.
• Strong organizational skills, multitasking ability, and attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Windows and Microsoft Office.
• Flexibility and adaptability strongly valued.

Work Environment: Exposed to a combination of office, school and mental health treatment environments. Exposed to children with behavior problems. May be exposed to shouting and clients who may be verbally and physically aggressive. May be exposed to blood or vomit and bodily fluids.

Physical Demands: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to:

Regularly required to sit, stand, walk, bend and lift objects of up to 20 pounds.