Somerset
Job Description Little Honors Office Assistant / Administrative Assistant Position: Office Assistant / Administrative Assistant Employment Type: Full-Time / Part-Time Reports To: Director / Administrator Position Summary The Office Assistant / Administrative Assistant provides administrative and clerical support to the Director and assists with the daily operation of Little Honors. This position requires an organized, dependable, professional, and detail-oriented individual who can communicate effectively with parents, staff, school district representatives, vendors, and other individuals while maintaining confidentiality of children, families, employees, and center records. Minimum Qualifications • High school diploma or equivalent required; Associate Degree preferred., • Previous office, administrative, school, childcare, or customer-service experience preferred., • Strong organizational and communication skills., • Basic computer skills, including email, Microsoft Word, Google Docs/Drive, spreadsheets, scanning, printing, and electronic recordkeeping., • Ability to maintain accurate and organized records., • Ability to handle confidential information professionally., • Must demonstrate reliability, punctuality, professionalism, and good judgment., • Ability to manage multiple responsibilities and follow directions from administration. Essential Duties and Responsibilities The Office Assistant / Administrative Assistant is responsible for duties including, but not limited to: • Answering telephone calls and responding to general inquiries professionally., • Greeting parents, visitors, staff members, and other individuals entering the center., • Directing questions and concerns to the appropriate administrator or staff member., • Assisting with enrollment paperwork and maintaining complete and organized children's records., • Reviewing files for missing forms, physical examinations, immunization records, emergency contacts, enrollment documents, and other required information., • Maintaining attendance records and assisting with daily attendance documentation., • Organizing and maintaining electronic and paper files., • Scanning, copying, printing, filing, and distributing documents., • Preparing letters, notices, forms, sign-in sheets, rosters, and other administrative documents as directed., • Assisting with staff files, training records, certifications, employment documentation, and other personnel records as assigned., • Assisting administration with maintaining records required by childcare licensing, school district programs, CACFP, and other applicable programs., • Assisting with parent communications, emails, notices, reminders, and distribution of center information., • Maintaining updated classroom rosters, emergency information, and other administrative lists., • Assisting with transportation, meal, afterschool, and other program lists when applicable., • Receiving and organizing deliveries, mail, forms, and documents., • Maintaining office supplies and notifying administration when supplies need to be ordered., • Helping ensure that confidential documents are properly stored and not accessible to unauthorized individuals., • Completing additional administrative duties assigned by the Director. Parent and Staff Communication The Office Assistant must communicate professionally and respectfully with families and staff. The employee should provide routine information when authorized but must refer complaints, sensitive matters, employment issues, tuition disputes, incidents, licensing matters, or other significant concerns to the Director or appropriate administrator. The Office Assistant must not provide inaccurate information, make unauthorized commitments on behalf of Little Honors, or discuss confidential information with individuals who are not authorized to receive it. Confidentiality The Office Assistant may have access to confidential information concerning children, families, employees, financial matters, incidents, and center operations. All such information must remain confidential and may only be accessed, discussed, copied, transmitted, or released when necessary to perform assigned job responsibilities and when authorized by administration. Attendance and Reliability Regular and dependable attendance is an essential function of this position. The Office Assistant is expected to: • Report to work on time and be prepared to begin work at the scheduled start time., • Follow established procedures for reporting lateness or absences., • Complete assigned work accurately and within required deadlines., • Notify administration promptly of problems, missing information, or responsibilities that cannot be completed., • Maintain an organized workspace and properly secure confidential records. Professional Expectations The Office Assistant / Administrative Assistant is expected to: • Maintain a professional and courteous attitude., • Follow directions provided by the Director and administration., • Communicate respectfully with parents, staff, children, visitors, and outside agencies., • Maintain appropriate professional boundaries., • Use center computers, email, phones, records, and other resources for authorized business purposes., • Avoid excessive personal cell phone use during working hours., • Maintain confidentiality at all times., • Follow Little Honors policies and procedures., • Work cooperatively with administration and teaching staff., • Ask administration for clarification rather than providing information when unsure of a policy or procedure., • Immediately report significant parent complaints, safety concerns, incidents, or unusual situations to administration.