Assistant Childcare Director

Tot Lot Child Care Center in Bowman, North Dakota is hiring a positon that would entail the following:

Assistant Director

Summary

The Assistant Director is responsible for the day-to-day administrative operations of Tot Lot Child Care Center. This position ensures the center runs efficiently by overseeing enrollment, billing, records management, communication with families, licensing documentation, and supporting the Director with daily operations. The Assistant Director serves as the first point of contact for families and visitors while maintaining a welcoming, organized, and professional environment. If the director is gone they will assume the responsibility of the director short term.

Essential Job Duties

Administrative Responsibilities:

• Serve as the primary receptionist, greeting families and visitors. Answer and direct phone calls, emails, and messages promptly.
• Maintain confidential child, family, and employee records.
• Organize and maintain office files and documentation.
• Prepare correspondence, newsletters, forms, and reports.
• Order office and classroom supplies and maintain inventory.
• Manage incoming and outgoing mail.Enrollment & Family Services
• Process new enrollments and withdrawals.
• Maintain waiting lists.
• Schedule tours for prospective families.
• Ensure enrollment packets and required paperwork are complete.
• Collect and maintain immunization records, emergency contacts, and required state forms.
• Communicate with families regarding tuition, policies, and center updates.Billing & Financial Responsibilities
• Prepare weekly or monthly tuition invoices.
• Process tuition payments.
• Maintain accurate payment records.
• Follow up on overdue accounts.
• Assist with subsidy and childcare assistance paperwork.
• Prepare financial reports for the Director as requested.* Maintain petty cash records.Licensing & Compliance
• Maintain records required by North Dakota Child Care Licensing.
• Track expiration dates for staff certifications, CPR, First Aid, and required trainings.
• Assist with licensing inspections and audits.
• Ensure required documentation is readily available.
• Maintain child attendance records.

Staff Support

• Assist with onboarding new employees.*
• Maintain personnel files.
• Track staff training requirements.
• Assist with scheduling substitute staff when needed.
• Coordinate employee meetings and trainings.
• Maintain confidentiality regarding employee information.

Communication

• Maintain positive relationships with families.
• Communicate professionally with state agencies and community partners.
• Update social media or newsletters as directed.
• Notify families of closures, events, and important announcements.

Operations

• Assist the Director with daily operations.
• Help coordinate special events and family activities.
• Monitor office equipment and arrange maintenance.
• Ensure office remains organized and welcoming.
• Assist with emergency preparedness documentation.

Record keeping

• Maintain accurate records including: Attendance, Tuition payments, Enrollment, Immunizations, Medication authorizations, Incident reports, Staff training, Licensing documents, Food program documentation

Customer Service

• Provide excellent customer service to current and prospective families.
• Address questions and concerns professionally.
• Resolve administrative issues in a timely manner.
• Promote a welcoming and family-friendly atmosphere.

Qualifications

High school diploma required

Associate's or Bachelor's degree preferred.

1 year experience in child care setting.

Must pass a background check and be willing to complete required child care trainings provided by the state of ND including CPR and First Aid.

We are willing to underfil this position for the right candidate if you do not have childcare experience. Previous office management or administrative experience preferred. Experience in childcare or education is preferred. Strong organizational and multitasking skills. Excellent written and verbal communication. Proficiency in Microsoft Office, Google Workspace, and childcare management software. Ability to maintain confidentiality. Strong problem-solving and customer service skills.

Physical Requirements: Sit, stand, and walk for extended periods. Lift up to 25 pounds occasionally. Operate standard office equipment.Occasionally assist in classrooms or during center events.

Desired Skills

Attention to detail* Professionalism* Time management* Dependability* Ability to prioritize multiple tasks* Team-oriented mindset* Friendly and welcoming attitude* Strong organizational abilities

Other Duties:

Assistant Director may perform other duties as assigned by the Center Director to support the overall success and operation of Tot Lot Child Care Center. Please fill out an application from Totlot and bring your resume in to apply!

Pay: $20.00 - $28.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Parental leave

Work Location: In person

Salary : $20 - $28