Child Development Center Operations Clerk

Armed Services YMCA National Headquarters; Virginia Beach (VA); On-site; USD 28,000 - 32,000; Full time

Job summary

Armed Services YMCA is seeking an CDC Operations Clerk in Virginia Beach to handle information requests, clerical duties, reporting, and liaison with families and programs. You will manage registrations, USDA reporting, and deposits while maintaining accurate records and fees collection.

The role requires at least two years of admin experience, strong English communication, and familiarity with office software and CCMS/ProCare. Equal opportunity employer. On-site position with standard hours.

Qualifications

• Two years of administrative experience required.
• Knowledge of administrative support functions and office software.
• Must maintain accurate records and reports.
• Experience with child care programs and USDA/CDC reporting is a plus.
• Excellent customer service skills and English fluency.

Responsibilities

• Maintain records, prepare reports and monitor financial data for CDC components.
• Log children in/out, answer inquiries, and communicate program details to families.
• Collect fees, deposit funds and manage supplies; notify supervisor of delinquencies.
• Provide front desk coverage and assist with waiting lists and referrals.
• Ensure compliance with immunization and background checks as required.

Skills

Administrative experience

Administrative support functions

Office automation software

Computerized database

Records and reporting

English proficiency

ProCare (CCMS) familiarity

Education

High School Diploma or equivalent

Tools

Child Care Management Systems

ProCare

Job description

Summary

This position is located within Armed Services YMCA Child Development Center at Virginia Beach. 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. The CDC Operations Clerk performs a combination of duties related to one or more components of the CDC. Duties are related to record keeping and reporting, liaison with families and programs, and collection and monitoring of fees and supplies. These tasks are summarized below.

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.

Summary

This position is located within Armed Services YMCA Child Development Center at Virginia Beach. 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. The CDC Operations Clerk performs a combination of duties related to one or more components of the CDC. Duties are related to record keeping and reporting, liaison with families and programs, and collection and monitoring of fees and supplies. These tasks are summarized below.

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.