Administrative Assistant, Child Care

Salt Lake Community College (UT); West Jordan (UT); On-site; USD 38,000 - 52,000; Full time

Job summary

Salt Lake Community College is seeking a detail-oriented secretary to provide administrative support to the Director of Child Care & Family Services at Jordan Campus. You will assist with licensing paperwork, attend to customers, manage calendars, and handle confidential information in a busy campus office.

Responsibilities include processing invoices, coordinating with vendors, preparing reports in Excel, helping with payroll/timecards, and supporting parent engagement activities while ensuring

Qualifications

• Associate degree or two years post high school.
• Bachelor’s or associate degree in Education or Early Childhood Education.
• Education and relevant experience may be substituted when minimum qualification does not require a specific degree.
• Must be at least 21 years of age and pass background checks and TB tests.
• Ability to lift up to 50 lbs. and maintain confidentiality.
• Experience with accounting or reconciliation of accounts is preferred.
• Experience with tours, licensing regulations, NAC/NAEYC familiarity is helpful.

Responsibilities

• Support operations, tours, and front desk reception for parents and staff.
• Process invoices, purchases, and budgetary transactions; assist with travel arrangements.
• Organize calendars, prepare reports, and manage documents for licensing and accreditation.
• Assist with payroll/timecards, staff evaluations, and contracts.
• Support Parent Engagement Activities and classroom supervision as required.
• Maintain compliance with licensing and CACFP paperwork where applicable.

Skills

Reception

Microsoft Office

Communication

Confidentiality

Time management

Education

Associate degree

Bachelor’s degree in Education or Early Childhood Education

Education substitution allowed

Tools

Banner

Procare

Excel

Job description

Under minimal supervision, provide secretarial and administrative support to the Director of Child Care & Family Services at Salt Lake Community College (SLCC). Handle a variety of work that is confidential in nature. Serve as a receptionist for the areas assigned, a Director Designee as needed as defined by the Bureau of Child Care Licensing in the absence of the Director, and Assistant Director. Provide assistance primarily to child care teams at Jordan Campus Child Care and occasionally to the Tim and Brenda Huval Child Care at South City Campus. As the forward face of the center, it is critical to have a physical presence to support the classroom teachers, staff, and parents. Applicant will be responsible to assist in maintaining Licensing, Accreditation, and child files. May supervise work-study and part-time employees. Applicant may perform reconciliation between two software applications, and insure accounts and contracts are completed properly and in a timely fashion and support compliance with fiscal management per College requirements.

Essential Duties & Responsibilities

• Support the Child Care & Family Services by physically supporting the operations of the location. This includes assisting in classrooms, doing tours, covering breaks, and being physically present for parents and staff to access as a resource.
• Manage general office business which may include correspondence, reports, meeting minutes, receptionist duties, calendars, filing, receiving and distributing mail, and implementing new procedures.
• Work directly with the Director to organize Director’s Outlook calendar and complete College reports and deadlines.
• Generate reports from Procare or Excel as needed by Director or SLCC.
• Process invoices, approve purchases, complete budgetary transactions, arrange for travel, and assist with the reconciliation of mileage reimbursement.
• Support Director and Assistant Director with accounts including reconciliation, contracts, accounts receivable, and collections.
• Assist with posting part time staff positions, processing new hire paperwork, contracts, training, record keeping, coordinating requests from institutional marketing, andprinting services.
• Support community and student inquiries.
• Support childcare needs including but not limited to ordering materials and supplies, coordinating with food vendors, ordering meals for children and events, managingand submitting forms such as mileage, and P-card purchases.
• Support the Director with paperwork including, but not limited to: Accreditation paperwork, Licensing paperwork, child files, classroom slots, staff files (training, background checks, etc.), and any other paperwork support that the College or Director may require to support the office.
• Assist with event management for Parent Engagement Activities.
• Support classroom support as needed per legal requirements of ratios.
• Assist with payroll and timecards as needed. Track employee evaluations.
• Attend monthly evening staff meetings and training as required by Bureau of Child Care Licensing for professional development hours.
• Supervise work study students as needed.
• Complete contracts, billing, collections and reconciliation of parent accounts between Banner and Procare.
• May act as the Director Designee in the absence of the Assistant Director.
• Assist with maintaining Licensing, Accreditation, child files, and Federal Food programming paperwork for the CACFP Child Adult Care Food Program.
• Maintain paperwork for the CACFPChild Adult Care Food Program as required by Department of Education. This includes point of service documentation, attendance, totals, menu production, meal counts, data entry, applications for free and reduced meals, transportation sheets, monthly meal totals, printing weekly meal forms, auditing teachers work, fixing parent clock in errors and checking infant meal tracking.
• Perform business errands to pick up groceries, materials, and other supplies. Deliver items as needed.
• Provide meal service as defined by the CACFP Child Adult Care Food Program, and classroom support which includes classroom supervision as defined by the Bureau of Child Care Licensing of Utah.
• When acting as a teacher the position will be required to interact with children on their level in as per our Accreditation and Licensing bodies require.
• Other duties as assigned.

Knowledge Skills & Abilities

• Knowledge of the importance of early childhood learning.
• Ability to work well with students, faculty, staff, and the public over the phone and in person.
• Maintain a professional demeanor in a high stress environment.
• Ability to navigate conflict which occasionally occurs with parents, staff, or children.
• Ability to learn and follow College policies and procedures.
• Ability to effectively communicate, both verbally and in writing.
• Ability to work effectively in a busy and changing environment.
• Knowledge of general accounting, budgetary, and fiscal operations.
• Ability to work with children as necessary to maintain ratios.
• Ability to track expenditures, data, and create reports.
• Ability to prioritize, meet deadlines, and manage multiple projects.
• Ability to adjust priorities to meet the changing needs of a vital and vibrant center.
• Ability to appropriately handle confidential information.
• Computer skills must include proficiency in Word, Excel, Access, and Microsoft Outlook.
• Ability to perform basic webpage edits.
• Ability to perform detailed work with accuracy.
• Meal preparation will be necessary, along with maintaining appropriate meal service tracking.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time experience.

Education and relevant experience may be substituted when the minimum qualification does not require a specific degree, license, certification, accreditation standard, or other requirement for which substitution would be inappropriate.
Trade off 1:1 full-time experience/education requirement. Part-time experience can be considered on a prorated basis (Trade off 2:1)

• Must be at least 21 years of age per Licensing standards.
• Must be able to pass a background check per the Bureau of Child Care Licensing of Utah.
• Must be able to pass a TB test per Licensing requirements.
• Must be able to pass a basic physical as per Accreditation standards.
• Must be able to maintain a food handlers permit.
• Must be able to bend, move and interact with children at their level.
• Must be able to lift up to 50 lbs. occasionally and lift up to 30 lbs. daily.
• Must be dependable.

• Bachelor’s or associate degree in a related field such as Education, Early Childhood Education (FHS, FCS, FLHD, EDU).
• Twelve (12) college level credits in Child Development Coursework, specifically coursework that is designed for children 0-8 years of age, or coursework from the UtahProfessional Development Registry (URPD) for Early Education.
• Two (2) or more years classroom teaching experience in an Early Education program.
• Experience giving verbal and visual tours of a center for Parent Orientations.
• Experience with the Bureau of Child Care Licensing regulations.
• Experience with regulations as defined byNACorNAEYC.
• Accounting or reconciliation of accounts experience.