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Preschool Administrative Assistant

2 months ago

Mastic Beach, New York, United States MyCareersFuture Full time

Job Summary

The Administration Assistant will assist the Principal in managing and coordinating administration and operations in the centre. The successful candidate will be responsible for ensuring the smooth day-to-day functioning of the centre.

Key Responsibilities

  • Manage registration and withdrawal of children
  • Prepare and collate monthly reports and submissions to Government Agencies and Head Office
  • Update and submit children's particulars receiving subsidies and CDC Central-Based Financial Assistance Scheme for Childcare (CFAC) approval letter to Accounts Department
  • Update centre's fact sheet
  • Update parents' particulars
  • Draft simple letters and correspondences
  • Coordinate & submit staff and children accident insurance claim forms to Head Office for processing
  • Maintain and update filing system

Financial Management

  • Invoicing and collection of fees and other payments
  • Banking, verification of fee collection and other payments
  • Issuing of receipts
  • Disbursement of petty cash expenses
  • Preparation of petty cash, fee collection reports
  • Ensure completeness of monthly invoices and receipts
  • Ensuring that effective and efficient systems and procedures are in place
  • Support Financial Year End Audit and Special Audits (Subsidy/ICCP/DSLS etc)

Personnel Management

  • Coordinate training registration and submit to Head Office
  • Assist in recruitment related matters as communicated by Head Office
  • Update and inform government agencies of staff changes (along with Principal)
  • Manage ECDA CMS

Procurement

  • Submit payment documents for purchases
  • Submit monthly provision to suppliers
  • Submit quarterly stationery supplies orders to suppliers
  • Submit uniform and mattress orders to suppliers
  • Maintain inventory for uniform, mattress and stationery

Other Responsibilities

  • Ensure that licensing requirements are met at all times (along with Principal)
  • Attend to public enquiries and complaints
  • Clearing of incoming and outgoing centre mails and emails
  • Update centre's notice boards
  • Liaise with Head Office on matters pertaining to centre maintenance works
  • Monitor maintenance of centre equipment (copier machine, computers, telephones)
  • Conduct periodic checks of centre to report damages or vandalism
  • Attend staff meetings, workshops, conferences, in-service training
  • Promote a neat and professional appearance
  • Any other duties as and when assigned by the Principal

Requirements

  • Competent with Microsoft applications (Outlook, Word and Excel)
  • Minimum GCE O Levels
  • Preferably prior experience in administration role