Part-time Childcare Office Assistant

Funshine Office Assistant (Part-Time)

Hours: Varying hours, opening or closing shifts are required.

Company Description:

Funshine provides childcare and learning experiences for children in the Northern Dutchess County region, located in the heart of the Hudson Valley. We serve children aged eighteen months to five years. Our hours of operation are Monday through Friday from 7:00 a.m. to 5:00 p.m.

The mission of Funshine is to foster a community of creativity and engagement. We connect teachers, learners, children, and families who value, respect, and nurture one another. Our curriculum emphasizes social, emotional, cognitive, language, and physical development as the foundation of our program.

Job Description/Expectations:

The Office Assistant will report directly to the Director of Funshine

Responsibilities include but are not limited to the following:

As the Office Assistant, you will confidently step in as the Staff in Charge during the director's absence.

1. Punctuality: Arrive on time every day without exception.

2. Task Communication: Clearly communicate your intended tasks for each work shift to the director daily.

3. Status Updates: At the close of your work shift, provide the directors with a concise update on the status of each task you're working on.

4. Reception Area Maintenance: Maintain an organized and neat reception area, ensuring that all work surfaces visible to parents and visitors are tidy.

5. Professionalism: Present yourself in a welcoming, positive, and composed manner to all parents and visitors. Use proper, professional language in all interactions, including those with staff that parents or visitors may observe.

6. Availability: Be at the reception area at all times to promptly answer phone calls and greet visitors.

7. Notification: Inform the director every time you leave the reception desk, whether it’s for a bathroom break, your fifteen-minute break, or to deliver or retrieve mail.

8. Confidentiality: Maintain confidentiality by never discussing matters related to other teachers, co-workers, or any school information involving students, parents, or your work in the reception area.

9. Office Matters: Keep all office matters confidential between the director and assistants.

10. Assistance with Admin Tasks: Be ready to assist with registration, tuition agreements, or tuition adjustments only when requested by the directors.

11. File Organization: Collaborate with the directors to ensure proper organization of all files.

12. Communication Notebook: Communicate any pending office matters with the director through the communication notebook every day.

13. End of Shift: Leave promptly at the end of your shift daily unless you have arranged another time with the director.

14. Task Completion: Complete your tasks and meet expectations within your scheduled hours.

15. Director's Instructions: Be prepared to undertake any additional tasks as indicated by the director.

By following these established guidelines, you will create and maintain a productive and professional office environment.

Telephone Calls/Visitors

It is essential to identify and monitor all visitors arriving at and departing from the lab school, greeting them in a professional manner. This includes asking for photo identification when necessary and promptly updating the emergency authorization form and binder.

When a visitor comes to see me, ask them to take a seat first before proceeding to notify me in my office.

Incoming telephone calls must be answered with professionalism and grace. Always use an appropriate greeting for the time of day (e.g., “Good Morning”), state the school’s name, and clearly identify yourself. Make it a point to politely inquire about the purpose of the call before revealing who is calling, and consult me about transferring the call to my line.

While taking messages from callers, meticulously document all the details provided. Specifically, include:

- The caller’s name and their department, company, title, or relevant identifier (such as parent or prospective parent).

- The time of the call.

- The caller's telephone number for follow-up.

- A clear note if they specified the nature of their call, ensuring I know the context of the conversation.

- Any background information regarding the call that I need to be aware of, including any exchanges you had with them.

These procedures for calls also apply to any voicemail messages that you transcribe. Collect and transcribe all voicemail messages with precision.

Filing, Forms/Documents, Reports, Orders

It is your responsibility to print attendance sheets for every classroom regularly. Additionally, you must print sign-in sheets weekly for each classroom and file them in the attendance binder.

You are expected to manage and update the waiting list effectively and assist the director by gathering all necessary paperwork and creating files for new students. Ensure that all emergency cards are maintained alphabetically and organized by classroom.

Diligently file incident reports and contribute to the annual immunization reports. Update the emergency authorization binder immediately when photo identification is collected, and ensure it is done by the same day.

Accurately maintain and update staff time sheets and/or time cards. Any signs, notices, or decorative items may only be distributed or displayed after receiving the director's knowledge and approval.

Other

• Consistently maintain and update the contents of the emergency bags in every classroom, ensuring that each bag includes the correct emergency contact information for every student in that classroom.

These tasks are subject to review and modification, as deemed necessary by the director.

Pay: $20.00 per hour

Shift availability:

• Day Shift (Preferred)

Ability to Commute:

• Red Hook, NY 12571 (Required)

Ability to Relocate:

• Red Hook, NY 12571: Relocate before starting work (Required)

Work Location: In person

Salary : $20