Office Manager

1 month ago

Rochester, United States Ibero-American Action League, Inc. Full time
Job DescriptionJob DescriptionDescription:

Summary:

Under the supervision of the Program Director, the office manager will assist families in ensuring their needs are met by licensing and program standards. They will support center staff with daily operational duties and maintain professional interactions with staff, visitors, and parents. The office manager will work closely with the Program Director, keeping records of parent billing, meal counts, and children's attendance.


Essential Functions:

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Operational Services:

  • Greet, assist, and direct all visitors and incoming phone calls
  • Collects all data needed for CACFP meal count reporting
  • Responsible for inputting center-wide attendance
  • Responsible for the distribution and record-keeping of petty cash
  • Collects, copies, distributes, and keep record of mail
  • Prepares letter, flyers and all other communication needed for parents
  • Responsible for completing all center-based orders
  • Prepares reports as needed
  • Completes all paperwork in a timely manner
  • Attends scheduled meetings, parent meetings, trainings and center events assigned
  • Knowledgeable in Microsoft Word, Excel and inputting information on data base software
  • Knowledgeable in basic math skills
  • Maintains general forms and files up to date
  • Keeps track of parent billing and provide billing to parents (when applicable)
  • Responsible for delivery of parent accounts to finance (when applicable)
  • Collects, monitor and maintains all active NOD (when applicable)
  • Establishes and maintains good working relationship with Ibero staff, staff from related agencies and parents.
  • Follows Ibero's program policies, procedures, and standards
  • Follows state and federal laws, rules and regulations as they apply to childcare programs.
  • Completes all other duties as assigned by the Program Director

Skills and Abilities:

· Analytical Skills - Ability to use thinking and reasoning to solve a problem; ability to collect and use data to inform decisions.

· Accuracy - Ability to perform work accurately and thoroughly.

· Customer Oriented - Ability to take care of the customers’ needs while following company procedures.

· Detail Oriented - Ability to pay attention to the minute details of a project or task.

· Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.

· Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards.

· Interpersonal-Ability/desire to understand others’ attitudes/interests/needs/nonverbal behavior, listening skills, and understanding strengths/limitations of others.

· Relationship Building-Ability to build/maintain friendly relationships/networks with people who might be useful in achieving work-related goals.

· Reliability - The trait of being dependable and trustworthy.

· Communication, Oral and Written - Ability to communicate effectively with others using the spoken word and ability to communicate in writing clearly and concisely.


Ibero American Action League is committed to the policy of equal employment opportunity. This policy expressly prohibits discrimination on the basis of sex, race, color, religion, creed, national origin, age, marital status, sexual orientation, disability, genetic predisposition or carrier status, domestic violence victim status, veteran status or status as a member of any other protected group or activity.

Requirements:

Position Qualifications:


  • Associate’s degree in office management, Secretarial or Human Services, or equivalent combination of education, preferably a minimum of one year of direct experience working with families.
  • Requires basic knowledge of Human Services and community agencies/services available to the public.
  • Bi-lingual in Spanish, both written and verbal.
  • Sensitive to children and family needs.
  • Must have a good police record and health.
  • Good written and oral communication in both languages.
  • Ability to perform all physical duties required by the position.
  • Ability to speak positively and respectfully to children and families.
  • NYS background check.
  • Must possess a valid NYS driver’s license, satisfactory driving record, and transportation.
  • Demonstrate ability to work cooperatively.
  • A combination of education, experience and training other than the above may be approved by Ibero's President and CEO.

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