Center Office Manager

Chicanos Por La Causa, Inc. (CPLC); Muleshoe (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Paid holidays

Paid time off

Health insurance

401(k) retirement plan

Tuition reimbursement

Telemedicine

Job summary

The Center Office Manager at Chicanos Por La Causa, Inc. (CPLC) provides high‑level administrative support to the center, upholding Head Start standards and ensuring a safe, organized environment that supports school readiness for children and families.

The role includes maintaining personnel files, data collection in ECD Child Plus, coordinating staff meetings and trainings, processing documentation, and handling communications while protecting confidentiality.

Qualifications

• HS/GED and 2 years of progressively more responsible experience in successful office operations and management is required.
• Basic knowledge of modern office methods, filing and telephone etiquette, as well as English usage, spelling, grammar, and punctuation.
• Bilingual English/Spanish preferred.

Responsibilities

• Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables and computer processing.
• Maintain center personnel files, ensure required documents and functions are performed and updated monthly in order to comply with Licensing requirements.
• Update or revise data collection tools including ECD Child Plus record keeping system such as Empower, ECD calendars, USDA reports and monthly center newsletter.
• Maintain center credit card account and submit credit card reconciliation reports monthly.
• Assist with establishing and maintaining ECD Child Plus record keeping for children/families, staff, and volunteers.
• Organize/schedule staff meetings and trainings, prepare agendas, take minutes, and assist with other meeting logistics as appropriate.
• Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.
• Aid in training sessions for center staff on administrative forms and processes, such as Empower, time and attendance corrections, HR Forms, meal counts, etc.
• Function as the center designee for communication and disseminating information within ECD administrative offices, CPLC corporate office and the community as appropriate.
• Maintain the center’s Media Resource Library (Lending Library currently maintained by Floater Teachers, may vary by site).
• Manage the inventory, cataloging and distribution of media materials.
• Maintain and coordinate center supply and equipment inventory.
• Facilitate collection and submission of orders for center supplies while following center budget.
• Maintain center in-kind collection and Child Plus entry.
• Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
• Record classroom attendance in Child Plus on a weekly basis.
• Collect weekly meal counts, USDA food purchase receipts/invoices, and employee Time Distribution reports for monthly submission of USDA report to CSM and Nutrition Coordinator.
• Demonstrate awareness and sensitivity to cultural issues and community practices of low income and at-risk families, including dual language speakers.
• Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.
• Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meeting and conferences.
• Perform other duties as requested by immediate supervisor necessary to carry out the administrative/programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.

Skills

Office operations

Bilingual English/Spanish

Administrative support

Communication

Education

HS/GED

Tools

Microsoft Office

Adobe

ECD Child Plus

Job description

CPLC's Early Childhood Development (ECD) programs are committed to giving every child, regardless of circumstances at birth, an opportunity to succeed in school and life. Provides full-day, full-year early childhood development services to low income children, ages 0-3 years, and their families in educationally-stimulating learning environments. Migrant Head Start program provides full-day, full-year program services to children, ages 0-5 years, of migrant and seasonal farm and agriculture working families where hand-picked and row crops are prevalent.

POSITION SUMMARY

The Center Office Manager provides high-level administrative, and staff support to the center operations consistent with the Head Start Performance Standards and CPLC Policies and Procedures. Promotes school readiness by preparing children and families for school and life success as it relates to this position. Actively supervise children by sight and sound at all times and in all environments. Maintain all health and safety regulations to create an optimum learning environment. Facilitate health practices to keep children safe in the school bus, outdoor and indoor environments.

PRIMARY DUTIES AND ESSENTIAL FUNCTIONS

• Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables and computer processing.
• Maintain center personnel files, ensure required documents and functions are performed and updated monthly in order to comply with Licensing requirements.
• Update or revise data collection tools including ECD Child Plus record keeping system such as Empower, ECD calendars, USDA reports and monthly center newsletter.
• Maintain center credit card account and submit credit card reconciliation reports monthly.
• Assist with establishing and maintaining ECD Child Plus record keeping for children/families, staff, and volunteers.
• Collect and submit any employee changes/updates (education, insurance, tax changes, credentials, direct deposit etc.) to CPLC Human Resource Department and/or Finance Department.
• Organize/schedule staff meetings and trainings, prepare agendas, take minutes, and assist with other meeting logistics as appropriate.
• Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.
• Aid in training sessions for center staff on administrative forms and processes, such as Empower, time and attendance corrections, HR Forms, meal counts, etc.
• Function as the center designee for communication and disseminating information within ECD administrative offices, CPLC corporate office and the community as appropriate.
• Maintain the center’s Media Resource Library (Lending Library currently maintained by Floater Teachers, may vary by site).
• Manage the inventory, cataloging and distribution of media materials.
• Maintain and coordinate center supply and equipment inventory.
• Facilitate collection and submission of orders for center supplies while following center budget.
• Maintain center in-kind collection and Child Plus entry.
• Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
• Record classroom attendance in Child Plus on a weekly basis.
• Collect weekly meal counts, USDA food purchase receipts/invoices, and employee Time Distribution reports for monthly submission of USDA report to CSM and Nutrition Coordinator.
• Demonstrate awareness and sensitivity to cultural issues and community practices of low income and at-risk families, including dual language speakers.
• Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.
• Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meeting and conferences.
• Perform other duties as requested by immediate supervisor necessary to carry out the administrative/programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.

MINIMUM QUALIFICATIONS AND COMPETENCIES

Education /Background:

• HS/GED and 2 years of progressively more responsible experience in successful office operations and management is required.
• Must have basic knowledge of modern office methods and procedures, filing and telephone etiquette, as well as English usage, spelling, grammar, and punctuation.
• Bilingual English/Spanish preferred.

Other requirements:

• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to maintain a good working relationship with all co-workers and the public and to use good judgment in recognizing scope of authority.
• Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system).
• Use of computer, projection equipment, computer software programs (e.g., Microsoft Office, Adobe) and web-based systems are required.
• Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start Program Performance Standards, Daycare Licensing, USDA reports, local state and federal regulations on reporting procedures preferred.

Full-time employee’s benefits below:

• Generous Paid Holiday
• Employee Recognition Program
• Paid Time Off & Paid Sick Days
• Free Preventative Services & Wellness Rewards
• Medical, Dental, and Vision for Spouse/Domestic Partner & Children to age 26
• Health Savings Account & Flexible Spending Account
• Life + Disability options
• Employee Assistance Program
• Telemedicine & Concierge Services
• 401(k) Retirement Plan
• Pet Care, Life Mart Purchase Discounts
• Tuition Reimbursement for qualifying degrees
• Mileage & Cell Reimbursement for qualifying roles
• Identity Theft Protection & Voluntary Benefits

Chicanos Por La Causa, Inc. is an Equal Opportunity Employer.

CPLC knows it takes variety of thought, culture, background, and perspective to create a truly impactful workforce. As CPLC grows, we are seeking talented employees with varying backgrounds, cultures, perspectives, and experiences to support our innovation and creativity. CPLC commits to a continued focus on fair and just hiring, training, promotional practices, and policies. We work for real change and progress in equal opportunity recruitment, hiring, and advancement.

California Residents: Chicanos Por La Causa, Inc and its subsidiaries will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act.