Office Manager

2 months ago

Milwaukee, United States Malaika Early Learning Center Full time
Job DescriptionJob Description
Summary

Malaika Early Learning Center, a cornerstone of excellence in Milwaukee’s Harambee community, stands out as one of Wisconsin's accredited early childhood education centers. Dedicated to the "Great by 8" initiative, we ensure every child reaches their full potential by age eight. With our expansion into the ThriveOn King development, we’re poised to enrich more lives. Our commitment is to foster a nurturing, stimulating educational environment for our community's future leaders.

The Operations Manager is responsible for the efficient and effective operation of the Harambee Center. This position is the first point of contact at the Harambee facility. This position
requires a pleasant personality in person and over the phone andto be able to deal with emergency situations in a timely manner.

Duties

RECEPTION DUTIES:

  • Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
  • Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

STUDENT ATTENDANCE, PROGRAM DOCUMENTATION REPORTING

  • Accurately document student attendance for child care and school age program
  • Document attendance and files for partnerships
  • Maintain files for report and audit purposes
  • Prepare and submit attendance requirements to Wisconsin Shares
  • Respond to inquiries related to attendance
  • Monitor enrollment forms to ensure that most up to date information is on file
  • Maintain the Student information System (SIS) for state reporting

PROGRAM OPERATIONS

  • Review requests for office and building supplies; obtain approval and complete purchases in a timely manner
  • Coordinate with building engineer to complete building and equipment repairs
  • Schedule routine maintenance and repairs for the school buses
  • Maintain record of purchases
  • Work collaboratively with building engineer to ensure proper and high level of building maintenance. This includes but is not limited to checking for cleanliness of building (classrooms, etc.)
  • Responds to staff requests for maintenance supplies and classroom repairs
  • Maintain inventory in supply room and keep room in a clean and orderly manner
  • Ensure front line communications maintain professional and efficient (verbal and visual)
  • Work collaboratively with staff to ensure that all state and federal emergency procedures are implemented effectively
  • Ensure all Vacation and time off requests are recorded on the administrative calendar

EMPLOYEE PRE-EMPLOYMENT SCREENING

  • Support the Director of Administration in the arranging of new hires to obtain medical exam, TB testing and drug screen.
  • Support the Director of Administration in conduction background checks for staff and volunteers

BANK DEPOSITS ACCOUNT PAYABLE/RECEIVABLE
  • Secure and record incoming checks and cash for deposit
  • Prepare deposits and verify amount, payee and use of funds
  • Prepare invoices and receipts for families and other payees
  • Manage the accounts receivable email inbox

PROCESS INCOMING MAIL

  • Open and distribute mail accordingly
  • Handle all sensitive information in a confidential manner

CENTER OPENING AND CLOSING

  • Responsible for opening and closing facility as scheduled
ADMINISTRATIVE DUTIES

  • Provide administrative assistance to administrative staff
  • Prepare correspondence - letters, reports, etc. for Malaika organization
  • Prepare copies for teachers and respond to their requests for materials, supplies, etc.
  • Monitor office supplies and equipment to ensure efficient and effective operations on a daily basis
  • Perform other duties as assigned


Requirements

  • 5+ years of experience in relatable role
  • High school diploma required; Associate’s degree preferred
  • Professional and pleasant attitude and appearance
  • Proficiency with Microsoft and hands on experience with office equipment
  • Multitasking and time management skills w/ ability to prioritize tasks
  • Solid written and verbal communication skills
  • Excellent organizational skills
  • Proficient in math and basic accounting procedures
  • Knowledge of Quickbooks Accounting software


Nice To Haves

  • Associates degree


Benefits

  • Medical Dental Insurance after 60 days employment (Malaika pays 70%)
  • Vision insurance after 60 days employment (Vision)
  • AFLAC insurance after 60 days employment (Voluntary)
  • $15,000 life insurance policy after 90 days employment (Free)
  • 403b retirement plan (No company match)
  • 11 paid holidays annually
  • Performance bonuses (When available)

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