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Childcare Center Office Support Specialist

2 months ago

Fort Wayne, United States Lutheran Social Services Inc Full time $38,000 - $42,000
Job DescriptionJob Description

Lutheran Social Services of Indiana is looking for an office professional to assist in driving administrative processes at a level 4 Paths to Quality Early Learning Center.

Summary of Work:

Working closely with Director and Assistant Director, the Childcare Center Office Support specialist plays a vital role in the day-to-day client support and office operations of the Children’s Village Early Learning Center. As the primary point of contact for customer service, this person provides needed assistance to the families we serve to ensure their children are able to attend our Level 4 Paths to Quality licensed center. When they are not providing excellent customer service, this person will manage the office processes to ensure all student files are maintained, provide needed reports, process billing and vouchers, and assist in maintaining all of the required compliances. This individual also supports purchasing, accounting and facilities management with the guidance from the Accounting Manager and Director of Business Operations. Their efforts help to ensure that Children’s Village can impact the lives of the families we serve through sharing the love of Jesus Christ for all people while instilling the love of learning in our students.

Essential Duties and Responsibilities:

Office Management – 50%

  • Serves as link between Finance and Administrative Services team and Children’s Village to ensure compliance with Organizational policies and processes as they relate to facilities, finance, purchasing, IT and other business operations.
  • Document and organize key operational procedures for efficient use by others.
  • Organize, maintain and administer all enrollment applications and provide intake/enrollment materials and information to prospective clients. Collaborate with assistant director in charge of enrollment to schedule intake appointments and follow through until successful completion.
  • Compile, coordinate, audit and maintain all student records according to state licensing and all accreditation standards.
  • Support compliance reporting as needed.
  • Abide by all program accrediting body guidelines, regulations, and best practice standards.
  • Systematic planning and scheduling of all administrative office duties as support of center Director and Assistant Directors.
  • Coordinates building and facility needs with Center Directors, Director of Business Operations and Facilities Project Manager.
  • Schedule and assist in all safety drills in accordance with program standards. Organize yearly calendar of drills and communicate to director’s dates/times.[SS1] [SA2]
  • Process all incoming and outgoing mail.
  • Coordinates general upkeep and scheduled maintenance of all office equipment in conjunction with Administration Team.
  • Monitor inventory and facilitate the requisition of all office and center supplies as directed.
  • Ensure cleanliness of high traffic areas, restrooms, employee breakroom, kitchen, lobby, and manage supplies and services for the building.

Customer Service – 20%

  • Serve as the first point of contact for clients and employees, providing a welcoming and professional experience.
  • Respond to inquiries, resolve complaints, and handle requests with patience and empathy.
  • Provide excellent service and administrative support to the Center Director, Assistant Director and personnel as needed.
  • Answer i[SS3] ncoming telephone calls and route or provide assistance in accordance with the requests.
  • Establish effective working relationships and excellent rapport with clients and co-workers.

Systems Management – 20%

  • Accurately enter all newly enrolled families and students in the organizational client data system.
  • Manage Procare system for all student, family and employee records. Accurately enter all enrolled student/family information, record daily attendance (check in/out), maintain, track and keep up to date all Procare files for students such as immunizations, annual physicals, etc. weekly billing for family co-pays and state vouchers.
  • Manage key processes assigned within Child Adult Food Care Program (CACFP): Organize, maintain and provide CACFP family enrollment packet to families at enrollment and yearly renewal. Monitor website monthly for news, changes or updates and inform director. Maintain up to date CACFP enrollment packet according to program requirements. Maintain an up to date and accurate monthly eligibility list.
  • Manage Procare system for billing and posting payments in family accounts on required weekly/monthly schedule. Analyze all payment/posting information for accuracy. Report any monetary discrepancies in family accounts to the agency Accounting Manager.
  • Manage CCDF voucher intake processes and procedures by working directly with Automated Health Systems (AHS), the intake agent for voucher system. Follow all intake processes required by intake agent to complete voucher program intake.
  • Manage CCDF voucher system. Monitor AHS portal weekly for status of family vouchers. Analyze vouchers for any changes (current/active, co-pay/subsidy amount, etc.), check vouchers for expiration date and drive process to inform families of upcoming renewal. Communicate information regarding voucher status to families/director in a timely manner. Manage point of service swipe card process for required student attendance. Communicate with families any/all necessary action involved in maintaining current/active voucher and attendance status.
  • Monitor certification deadlines and maintain all required data tracking for systems; CCDF, CACFP, AHS, Procare.
  • Document and organize key operational procedures for efficient use by others.

Childcare Center Support - 10%

  • In absence of Center Directors:
    • Assist in classrooms as needed; taking temperatures of children, restroom breaks, etc.
    • Assumes the role of building designee for licensure purposes and contacts Center Directors immediately regarding any situation that arises outside of the normal daily operations. Keeps immediate supervisor informed of these instances.
  • Other duties as assigned.

Knowledge, Skills, and Abilities:

  • High tolerance for interruption with ability to successfully complete tasks in a dynamic environment.
  • Demonstrate respect for all clients, community partners, and agency stakeholders.
  • Must ensure confidentiality with all work duties.
  • Demonstrated administrative support and office management skills.
  • Excellent interpersonal skills.
  • Knowledge of office administrative procedures and processes, including bookkeeping.
  • Ability to receive direction or guidance in a positive and professional manner and utilize guidance to enhance skill development and performance growth.
  • Possess effective organizational skills and attention to detail.
  • Effectively prioritize assignments and tasks; maintain high level of proficiency in completing all assignments.
  • Proficiency in use of multiple databases for daily use and long-term tracking.
  • Ability to make informed decisions and develop effective solutions.
  • Competence in the operation of and upkeep of all office equipment.
  • Honest, dependable, self-directed.

Education and Experience:

  • Must be at least 21 years of age for licensing purposes.
  • Bachelor’s degree preferred or equivalent experience.
  • Previous office management or office administrative experience preferred.
  • Experience and understanding of bookkeeping required.
  • Proficiency with Microsoft Word, Excel, and Office is required
  • Valid driver's license and car for full time business use required.
  • Must be able to lift 30 pounds.
  • Experience with Childcare Development Fund, CACFP is a plus.

Required Competencies:

  • Problem Solving- the individual identifies problems while consistently developing effective solutions and foreseeing potential consequences. Individual gathers and analyzes information skillfully to create a solution and follow through to ensure a resolution.
  • Customer Service- the individual maintains personal accountability and ownership in customer service rendered. Is effective in resolving complaints and seeking methods to avoid similar problems in the future. Establishes effective working relationships and excellent rapport with clients and co-workers.
  • Interpersonal Skills- Demonstrates aptitude in establishing and maintaining professional relationships with a wide range of stakeholders, including a variety of clients and community partners. 
  • Conflict Resolution- the individual is able to display and implement tactful, considerate and respectful professional behavior when dealing with conflict, dispute or challenging circumstances.
  • Oral Communication-the individual communicates effectively and professionally with all clients, co-workers, leadership and community partners.
  • Written Communication- the individual is consistent in maintaining all data and documents effectively and professionally.
  • Planning/Organizing- the individual prioritizes and plans work activities, uses time efficiently, develops realistic action plans and possesses attention to detail.
  • Quality Control- the individual demonstrates accuracy and thoroughness. Individual establishes priorities and work sequences to maintain workflow and meet deadlines.
  • Adaptability- the individual adapts and responds to changes in the work environment and is able to manage frequent change in both a positive and professional manner.
  • Reliability- the individual displays a high level of effort and commitment to performing work. Individual operates effectively within the organizational structure and demonstrate trustworthiness and responsible behavior.
  • Dependability- the individual is consistently at work on time, follows instructions, responds professionally to management direction and solicits feedback to improve performance.
  • Safety and Security- the individual actively promotes and personally observes all safety and security procedures, processes, and regulations.

LSSI Core Values:

  • Commitment to excellence: Focuses on the individual needs of each customer and provides exceptional service.
  • Hope now and for eternity: Instills hope in clients through information regarding program services and care.
  • Respect for all people: Upholds respect for all clients, staff, and community partners regardless of religious affiliation, or culture.
  • Integrity in relationships and resources: Gains the trust of management, staff, clients and community partners through sound work standards and performance.
  • Service as a reflection of our Faith: Treats others as the mission of the organization reflects.
  • Trust in Christ and His Word: Establish trust with clients, staff, and partners by serving those in need with compassion and empathy.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.