Community Child Care Center Hiring for Administrative Assistants

Administrative Assistant Reviewed: 2025
Position Full Time (12 Months) or (9 Months)

Accountable To: St James Site Manager or Education Manager
Direct Line of Communication To: Fiscal Manager, Health Manager, Enrollment Specialist, Family Services Manager, Site Managers

Objective: To provide office organization and assistance in a variety of scenarios.

Qualifications / Job Preferences:
Associate degree in Business Administration, General Studies, or related field.
Must successfully pass background check required by CCCC.

Job Requirements:
1.Must have a valid drivers license and proof of insurance.
2.Must complete a TB test upon hired.
3.Must have good written and oral communication skills, and be able to communicate / work with staff, children, and the general public.
4.Must be able to understand and follow CCCC Policies and Procedures and regulatory requirements and performance standards. Assist in helping other staff with implementation of standards, including providing training.
5.Must be able to develop, implement, and follow organization and record keeping systems with accuracy, including oversight of staffing for the St James center.
6.Must be able to input data and manage / monitor electronic databases (i.e. MERIT, Childplus), and oversee record files and organization.
7.Must be knowledge and capable of utilizing and learning new software and technology to complete job assignments.
8.Must have knowledge of all CCCC policies and procedures.
9.Must have knowledge of operations for all CCCC programs, such as performance standards, enrollment standards and Day Care Minimum Licensing Requirements for children and school age centers.
10.Must be able to work at high level pace in both classroom and office environment and be flexible with schedule.
11.Ability to lift 50 pounds and to climb stairs with proper training.

Essential functions/ major responsibilities include, but are not limited to:

Office / Human Resources / Communication
Fulfill receptionist duties at the St James Center front desk; greeting public, answering phones.
Complete weekly staffing schedule, including daily oversight, including finding substitutes and filling in where and as needed.
Assist in both electronic and hard copy record keeping of children, families, and staff as appropriate.
Assist in on-going communication with staff and parents, and become point of communication for assigned topics.
Be able to create written information in professional and timely manner (i.e. memo, creating informational flyers)
Perform reference checks on potential staff.
Conduct new staff orientations; provide training information, register new staff and prepare staff files.
Assist with personnel files.
Supervise all volunteers in programs. Ensure proper documentation is filed.
Assist in making revisions and creating new forms.
Promote clear and constant communication between management and staff.

Operations Assistance
Copy and distribute Menus / Fridge logs / Site Cleaning lists on a monthly basis.
Give site tours and answer parent questions.
Assist Child Care Program Manager with enrollment/waiting list/and tracking of children for all CCCC programs.
Compile and verify completion of USDA Food Enrollment forms and information.
Assist Manager with coordination of children transitioning from classrooms and beginning of new school year transition.
Assist with coordinating transportation for field trips.
Drive bus as needed.
Sub in classrooms as needed. (50% of time)
Cook and wash dishes as needed.

Supplies / Procurement / Shopping / Facilities

Organize / receive approval for weekly shopping items. Conduct shopping and distribute weekly shopping list items.
Keep current inventory of needed supplies, stock as necessary.
Be aware of SDS (safety data sheets), and specifics of products allowed.
Assist Management Team in agency supply orders, including ordering, receiving, and record keeping.
Assist in the organization of fiscal procurement records and purchasing procedures

CCCC is an at will employer.

EQUAL EMPLOYMENT OPPORTUNITY / NON-DISCRIMINATION STATEMENT: All actions and decisions concerning hires will be made without regard to race, color, religion, national origin, culture, sex, national origin, age, disability, veteran status, medical condition, family composition, gender identity or gender expression, sexual orientation, public assistance recipient status or reprisal or retaliation for prior civil rights activities or any other statues protected under Federal or State Law.