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Temp Office Manager
4 months ago
Temp Office Manager
**REPORTS TO: Site Director, Early Childhood Programs**
**SUMMARY**
The Puerto Rican Action Board (PRAB) is a comprehensive human services organization in Middlesex County, New Jersey. We provide a comprehensive range of essential services for children, youth, families, and senior citizens. We deliver need-based assistance to low and moderate-income residents of Central New Jersey and serve as advocates for those seeking to live productive, self-sufficient lives.
The Temp Office Manager is responsible for providing administrative support to the Site Director to support the operation of the Early Childhood Center. S/he is knowledgeable of internal systems used for general program operations, practices and procedures. Reporting to the Site Director, s/he provides assistance and guidance to other staff in a collaborative manner with respect to the organization as a whole. S/he works closely with the Site Director to ensure program compliance and to meet program and organizational goals. S/he support the Site Director in ensuring that all EC program activities are coordinated, integrated, data-driven, and well-executed with attention to detail. S/he is able to thrive in a fast-paced, complex, dynamic environment, and promotes entrepreneurism, creative problem-solving, and respect and compassion for staff members and the populations PRAB serves.
**RESPONSIBILITIES**
Administration
- Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
- Maintain attendance log.
- Maintain well organized student records and complete documentation immediately after meetings.
- Participate in fund raising activities.
- Participate in completing required CACFP record keeping and reports.
- Maintain communication with Human Resources for accurate staff records of attendance and time sheets.
- Assure that programmatic and fiscal reports are submitted on a timely basis.
- Maintain bookkeeping system to track student voucher payments.Follow-up with non-payments.
- Monitor E-Child Care System on a daily basis; follow up with parents regarding incorrect or incomplete attendance records.
- Establish, organize and maintain programmatic files, correspondence, student and staff files and records.
- Maintain all records, and reports of attendance including wraparound care attendance through Electronic Child Care (ECC) Provider Web Portal.Ensure all parents are in compliance with recording / swiping their child(ren) daily attendance.Follow up with parents regarding any payment or attendance issues.
- Maintain office and classroom inventories, and order classroom and office supplies.
- Screen all telephone calls, mail and visitors.
- Type reports, forms and correspondence etc.
- Complete monthly CACFP Meal Count.
- Complete monthly CACFP Attendance Count.
- Cross reference Attendance Records with Meal Count Records for the End of the Month CACFP report.
- Complete and submit CACFP voucher to Main Office by the required deadline.
**Family and Community Relations**
- Serve as a resource person to the families and staff.
- Establish positive relationship with parents and children and center staff and serve as a liaison between home, Center and District’s early Childhood Education Office.
- Assist Teachers with conduction parent-teacher conferences and if necessary, help with translating.
- Encourage parents to participate in the program.
- Communicate with children at their development level.
- Encourage children to be independent.
- Use appropriate and positive discipline.
**Communication**
- Maintain and safeguard the rights of each family/child to privacy, respect and confidentiality.
- Maintain contact with parents to promote regular student attendance.
- Develop good communication with co-workers and supervisors.
**Professional Responsibilities and Development**
- Insure compliance with PRAB rules, regulations and procedures accordance with Employee Handbook.
- Exercise leadership within the school and community to deal with changing needs and concerns.
- Provide professional assistance to the Site Director, the school and community, by keeping informed about changing needs and concerns within the school’s area of family development and community service responsibility.
- Ensure confidentiality to all children and families.
- Work in collaboration with staff and supervisors.
- Grow professionally and actively participate in the school’s professional learning community.
- Attend on Staff Meetings.
- Demonstrate consistent and reliable attendance and punctuality.
- Performs other duties as assigned by Site Director or Senior Director of Early Childhood Programs.
**General**
- Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
- ollow Center policy for the discipline and care of students in accordance with the
