Child Development Center Operations Clerk

Armed Services YMCA El Paso; Norfolk (VA); On-site; USD 42,000 - 44,000; Full time

Job summary

Armed Services YMCA seeks an Administrative Assistant for the Norfolk Child Development Center to serve as the main information contact and to perform clerical tasks supporting the CDC.

The role covers record keeping, reporting, enrollment processing, front desk coverage, fee collection, and USDA/CACFP records maintenance, with emphasis on accuracy and compliance. English proficiency required; Spanish a plus. Salary reflects experience and is commensurate with duties.

Qualifications

• High School Diploma or equivalent is required.
• Two (2) years of administrative experience required.
• Knowledge of administrative support functions and office automation software.
• Knowledge of military CDC and USDA Food Programs is required.
• Ability to maintain computerized databases and accurate reports/records.
• Experience with Child Care Management Systems (ProCare preferred).
• Willingness to participate in ongoing professional development in early childhood education.

Responsibilities

• Perform duties related to CDC components and support offices with administrative tasks.
• Prepare and maintain reports, correspondence, and data including CACFP and USDA records.
• Ensure child registration/enrollment paperwork is complete and current.
• Maintain office files/records and provide information to ASYMCA HQ and licensing bodies.
• Provide front desk coverage, greet inquiries, and inform families about programs and procedures.
• Collect fees and record payments, monitor supplies, and notify supervisor of delinquencies.
• Serve as a mandatory reporter to Child Protective Services and adhere to immunization requirements.
• Collaborate with staff to support military families and maintain high customer service standards.

Skills

Administrative experience

Customer service

Record keeping

Office software

USDA Food Programs

Spanish language (plus)

ProCare

Education

High School Diploma or equivalent

Tools

ProCare

Job description

This position is located within Armed Services YMCA Child Development Center at Norfolk. The purpose of this position is to serve as a point of contact for information and perform clerical and administrative tasks in support of the CDC.

Salary commensurate with experience ($20.77 hourly)

Duties And Responsibilities

Record Keeping and Reporting

• Perform a combination of duties related to one or more components of the Child Development Center (CDC).
• Prepare and maintain assigned reports, correspondence, and statistical and financial data pertaining to components within the CDC such as the CACFP.
• Ensures child registration and enrollment paperwork is complete and current.
• Ensures that all USDA food program records are accurate, up-to-date and readily available.
• Maintains office files and records.
• Provides required information to requesting agencies that include but are not limited to ASYMCA Headquarters, Child Care Licensing, DoD, Safety and Fire personnel, USDA and any other agencies that are partnered with the CDC.
• Prepares necessary daily, weekly and monthly reports in compliance with reporting policies and procedures and ensures they are submitted in a timely manner.
• Conducts research of records and follows up in order to resolve discrepancies and problems.
• Notifies supervisor of any discrepancies and informs supervisor of any issues/ problems that cannot be resolved.

Liaison with Families and Programs

• Provides front desk coverage, logs children in and out of the facility, and informs and answers questions regarding programs and services, patron financial obligations, waiting lists, events, and policies and procedures.
• Assists with dissemination of information to CDH providers regarding training schedules, certification process, application status, and USDA reporting requirements.
• Takes telephone calls and responds to inquiries, referring calls to supervisor or other personnel when appropriate.
• Performs assigned resource and referral duties and assists in maintaining current waiting list.

Fees and Supplies

• Collects fees and charges and records payments in accordance with proper procedures.
• Notifies supervisor of all delinquent payments.
• Completes a daily activity report and ensures proper deposit of funds.
• Responsible for monitoring all supplies and resources.
• Notifies supervisor of items that need to be ordered.

Additional Responsibilities

• Serves as a mandatory reporter to Child Protective Services as prescribed by local policy in the case of suspected incidences of child abuse and neglect.
• Proficiency in reading, writing, and speaking the English language. Fluency in Spanish is a plus.
• Ability to communicate effectively in English, both verbally and in writing.
• Has constant contact with staff. Must be a team player in helping ASYMCA achieve its overall goals and objectives working with military families. High energy, proactive, excellent communicator and interested in challenging opportunities.
• Performs other duties as assigned.

Qualifications

• Must be 18 years of age or older.
• High School Diploma or equivalent.
• Two (2) years of administrative experience required.
• Knowledge of administrative support functions.
• Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments.
• Knowledge of military CDC and the USDA Food Programs required.
• Ability to maintain a computerized database.
• Ability to maintain accurate reports and records and military style documents.
• Working knowledge of computer keyboard and Child Care Management Systems, ProCare preferred.
• Must participate in continued professional development through enrollment in formal and informal educational courses related to early childhood education.
• Excellent customer service skills.
• The position is subject to special inoculation and immunization requirements as a condition of employment for working with children. Employee is required to obtain appropriate immunization against communicable diseases, which includes the influenza vaccine.
• Must pass a pre-employment physical, provide evidence of immunization and be free from communicable disease.
• Must pass Federal, State, Child Protective Services Checks, National Sex Offender Registry, and if living out of State of Virginia in the last 5 years all applicable Out of State checks applies.
• Must satisfactorily obtain or complete required training certificates and maintain certifications or credentials required by federal, state or National Accreditation institutions.

Armed Service YMCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ASYMCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws of regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. ASYMCA encourages applicants of all ages

Armed Services YMCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ASYMCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. ASYMCA encourages applicants of all ages

Military spouses, veterans and military affiliated job seekers encouraged to apply.

Armed Services YMCA acknowledges the minimal use of artificial intelligence (AI) technology in our initial recruitment stages. All AI use is coupled with human review and is designed to assist our team in building efficiencies and excelling at focusing on timeliness and communication in our hiring process. Our hiring teams thoroughly evaluate skills and qualifications and make all final hiring decisions.