Administrative Assistant

Company Overview

Westbay Community Action, Inc. is a nonprofit, multi-service agency serving the needs of Kent County residents since 1966. We provide people with connections to grow through our services, partnerships, and advocacy efforts.

Overview

We are seeking a friendly, organized, and dependable Administrative Assistant to support the day-to-day operations of our childcare center. Responsibilities include answering phones, filing, performing general office duties, and assisting in classrooms as needed. The ideal candidate is comfortable working with young children, has strong organizational and communication skills, and enjoys being part of a team. Experience in a childcare setting is preferred.

Qualifications

• Associate degree in a related field preferred
• Two to three years of experience in office/program operations, childcare, education, or customer service
• Demonstrated proficiency with computers and software applications
• CPR/First Aid certification, or willingness to obtain within 90 days of employment
• Experience working in children’s programs preferred
• Experience with administrative duties, recordkeeping, and customer service preferred
• Ability to communicate effectively with children, families, staff, and community members
• Pass Fingerprint/BCI clearance and DCYF Background Checks
• Have required immunizations
• Valid driver’s license with appropriate auto insurance, or reliable transportation required

Duties

• Serve as the first point of contact for families, visitors, staff, and community members
• Answer phones, respond to general inquiries, and assist as needed
• Maintain a professional and welcoming office environment
• Maintain organized paper and electronic filing systems
• Coordinate office supply ordering and maintain inventory
• Maintain office machines and supplies
• Report equipment or maintenance concerns
• Provide administrative support to the Childcare Director and Children’s Center operations.
• Assist with special projects, family events, and center initiatives as assigned
• Exercise sound judgment and make appropriate decisions within the scope of assigned responsibilities
• Assist with the enrollment process and conduct family tours when needed
• Maintain children’s files and ensure required documentation is complete and current
• Monitor required child documentation, including health records, immunizations, emergency information, and licensing forms
• Assist with file audits and preparation for DHS/DCYF inspections
• Maintain accurate information in childcare management systems and tracking systems
• Assist with transition records and other required child documentation
• Receive tuition payments as needed following established procedures
• Maintain documentation related to payments received
• Assist with administrative recordkeeping and reporting as directed
• Maintain CACFP Enrollment Forms and Meal Benefit Applications
• Assist with annual CACFP paperwork collection and organization
• Maintain CACFP files and documentation according to program requirements
• Assist with CACFP compliance activities as assigned
• Provide general classroom support as needed, including staff breaks, transitions, special activities, and unexpected staffing needs, while following all licensing requirements and center procedures. Assist classrooms while following all center policies, procedures, and licensing requirements
• Support the daily operations of the Children’s Center as needed
• Communicate operational concerns or needs to the Childcare Director
• Provide administrative and operational support throughout the afternoon and closing hours of the Children’s Center
• Monitor staffing needs and communicate concerns regarding coverage, ratios, or operational needs
• Make appropriate operational decisions within the scope of the position to support the safety and efficient operation of the center
• Oversee completion of end-of-day procedures throughout the building, ensuring staff follow established closing expectations
• Conduct a final walk-through to ensure classrooms, common areas, and the building are prepared for the following day, including completion of required closing tasks, equipment shutdown, and building security procedures
• Follow up with staff regarding incomplete closing responsibilities and communicate concerns or follow-up needs to the Childcare Director
• Assist families during afternoon pick-up and address questions or concerns professionally

Westbay Community Action, Inc. is an equal opportunity employer. All employment related decisions are made on a non-discriminatory basis and in full compliance with federal, state, and local laws prohibiting discrimination in employment.

Pay: $19.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Paid time off
• Vision insurance

Work Location: In person

Salary : $19