School-Age Child Care Office Assistant

POSITION SUMMARY:

Under the general direction of the VP of School-Age Child Care, the School-Age Child Care Office Assistant provides administrative and program support for all child care operations and works under the direction of the VP of School-Age Child Care. This position is responsible for assisting in daily office tasks, maintaining accurate records, supporting communication with families and staff and ensuring compliance with organizational policies and licensing requirements. The Office Assistant serves as a key point of contact for child care inquiries and helps promote an efficient, welcoming, and organized environment that supports the success of these programs.

• Schedule for this position is Monday - Friday from 2:00 PM - 6:00 PM.
  
  
  

ESSENTIAL FUNCTIONS:

• Process child care registrations, enrollment confirmations, and weekly attendance records by entering and updating information in the YMCA software system to ensure accurate and up-to-date enrollment data.
• Maintain organized child care files and documentation by completing timely data entry and storing records securely to support compliance with YMCA policies and state licensing requirements.
• Assist families and site staff with program inquiries by responding promptly and professionally in person, by phone, or by email to provide excellent customer service and resolve questions effectively.
• Coordinate communication between staff, parents, and program directors by distributing updates, forms, and reminders to facilitate smooth program operations and consistent information flow.
• Prepare attendance sheets and required child care forms each month by using spreadsheets and database tools to support accurate program records for all locations.
• Provide administrative support to the school-age child care leadership team by preparing correspondence, organizing materials, and maintaining calendars to enhance program efficiency and ensure clear communication.
• Assist the Accounts Receivable Clerk during peak periods by processing new enrollments and completing administrative tasks to ensure deadlines are met and workflow remains timely.
  
  
  

QUALIFICATIONS:

• A high school diploma (or equivalent) is required; One year related experience in an administrative support role is preferred.
• Strong administrative, organizational, data entry and computer skills with attention to detail and the ability to quickly learn new software programs/processes required.
• Excellent telephone, face to face and written communication skills required.
• Ability to prioritize workloads to meet timelines and maintain confidentially of records required.
  
  
  

COMPETENCIES:

• Accountability: Takes ownership of decisions, actions, and results. Follows through on commitments and accepts responsibility. Completes assigned tasks on time and accepts feedback without defensiveness. Adheres to established policies and procedures.
• Integrity: Demonstrates honesty, follows policies, and keeps sensitive information confidential.
• Detail-Oriented: Notices small errors, follows steps carefully, and keeps information organized.
• Accuracy: Completes work with minimal mistakes by double-checking entries and following procedures.
• Customer-Focused: Listens to member needs, responds politely, and works to solve problems in a helpful way.
• Communication: Shares information clearly in person, over the phone, and in writing; asks questions when more information is needed.
  
  
  

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Work is performed in an office setting with extended periods of sitting, computer use, and data entry.
• Must be able to focus for long periods while completing detailed tasks.
  
  
  

This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of responsibilities, duties, or qualifications. Additional tasks may be assigned as needed to support organizational goals. Employees must be able to perform the essential functions of the position, with or without reasonable accommodation.