Child Development Office Manager - Pos# 1061 - Child Development (INTERNAL ONLY)

ReNEW Schools; Vallejo (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

VALLEJO CITY UNIFIED SCHOOL DISTRICT is seeking an Adult School Office Manager to support the Child Development Program and its operations. The role reports to the Site Manager and oversees budgets, reports, and administrative procedures within the AAA department.

Responsibilities include coordinating with departments, preparing monthly and quarterly reports, and ensuring compliance with state and district requirements. Strong secretarial skills and attention to detail are essential for success.

Qualifications

• High School Diploma.
• AA in Office Management desired.
• Advanced classes in office technology, current office practices and/or equivalent experience.
• Course work in Stenography and Transcription.
• Two years minimum experience in Early Childhood Education/Child Development Program Business Office; site level experience desired.
• Four years progressively responsible secretarial/administrative experience with varied decision-making and organizational responsibility.

Responsibilities

• Assist the Program Coordinator in the operations of the Child Development Program.
• Prepare monthly accounting reports for state contracts.
• Budget management of discretionary accounts for programs and offices.
• Coordinate communication between administrative office and centers.
• Prepare agendas, minutes, and packets for meetings and audits.
• Develop and revise documents per state mandates and improve procedures.

Skills

Secretarial experience

Budget management

Communication skills

Organizational skills

Stenography

Transcription

Spreadsheet proficiency

Word processing

Education

High School Diploma

AA in Office Management

Stenography/Transcription coursework

Tools

Spreadsheet software

Word processing software

Database software

Presentation software

Payroll software

Job description

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

CHILD DEVELOPMENT OFFICE MANAGER

Title: Adult School Office Manager Reports To: Site Manager

Department: Academic Achievement & Accountability (AAA) Work Year: 260 Days per Year

Classification: Classified Salary: See Classified (CSEA) Salary Schedule

Date Approved: January 2007

Under the direction of the Child Development Program Coordinator performs a variety of specialized and responsible secretarial and administrative support duties that include but not limited to:

Typical Duties

• Assist the Program Coordinator as required in the effective business operations and procedures of the Child Development Program at Vallejo City Unified School District.
• Assist the Program Coordinator in tasks and projects assigned by Department of Education Child Development Division, VCUSD Superintendent of Schools, and Director of Elementary Education. . Provide Program Manager monthly comprehensive report of budgets for State Department of
• Education contracts.
• Provide grant/contract analysis and research.
• Analyze and interpret procedure compliance based on State Department of Education Rules, Guidelines, Funding Terms and Conditions, School District Board of Education Policies and Procedures, and State Department of Social Services Licensing Regulations.
• Prepare Monthly Accounting reports for State Department contracts for VCUSD Fiscal Department.
• Prepare Quarterly Reports for State Department of Education, Child Development Division.
• Budget management of Discretionary Accounts for various programs, committees and children center offices.
• Promote and support communication/coordination between administrative office and children center offices.
• Conduct monthly clerical meetings and directions. Provide monthly written program status and next steps memoranda.
• Direct and/or Supervise/Instruct/Train each phase of clerical responsibility including fee billing and record keeping, monthly accounting and statistical reports.
• Provide Compliance/Technical Knowledge and Experience in each of the specific clerical/accounting responsibilities at administrative and children center offices.
• Participate in State Department of Education Workshops and Seminars.
• Participate in weekly Manager Meetings. Prepare Agendas/Minutes/packets for distribution. Organize and coordinate State Procedure Compliance Yearly Self-Review Audit.
• Prepare and maintain a variety of records, logs and files including Program Promotion and Advertisement: Flyers/brochures, and various Staff and Parent Handbooks. Open Purchase Orders/Requisition process.
• Formulate and develop computerized systems and communication development as required to facilitate smooth operating procedure.
• Develop and/or revise documents determined by state mandates. Develop procedure/adherence. 群 Assist with development of Operational Calendar for each program and children's center.

Personnel/staffing procedures including, but not limited to:

• Maintenance of Personnel information including staff certificates/licenses and calendars
• Monthly Timesheets and knowledge of Payroll computation
• Interview Procedures: Arrange date/time. Contact candidates for certificated and classified candidates. Facilitate interviews and submit recommendations for classified hire/non-hire. Notify unsuccessful candidates. Process hiring documentation for successful certificated and classified personnel.

Education, Experience and Training:

• High School Diploma.
• AA in Office Management desired.
• Advanced classes in office technology, current office practices and/or equivalent experience.
• Course work in Stenography and Transcription.
• Minimum of two years experience in Early Childhood Education/Child Development Program Business Office. Experience in Child Development site level office desired.
• Four years progressively responsible secretarial administrative experience with varied and increased levels of decision-making and organizational responsibility.

LICENSES AND OTHER REQUIREMENTS:

Valid California drivers license.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Early Childhood Education certificated positions requirements/certificates/licenses
• ECE State Guidelines, Funding Terms and Conditions and State Licensing Requirements

Ability to:

• State Department of Social Services Licensing Regulations
• And proficiency in advanced levels of spreadsheet, word processing, database and presentation software. Experience with internet research skills desired.
• Shared Decision Making practices.
• Administrative methods and techniques of good budget management practices, problem solving skills, decision-making and judgment skills and organizational skills. Good interpersonal skills
• Take dictation at a rate not less than 90 words per minute.
• Transcribe notes rapidly and accurately.
• Type accurately at a rate not less than 65 word per minute.
• Interface with various computer systems and software.
• Perform duties with little or no direction. Work with minimal supervision.
• Use good judgment in keeping Program Director appraised of information/actions necessary to making informed decisions.
• Perform multiple, concurrent projects quickly, effectively and efficiently under pressure circumstances in a fast-paced environment.
• Organize and direct a small group of clerical employees and work effectively with them. Communicate information over the phone/counter clearly and effectively.
• Work cooperatively with others.

WORKING CONDITIONS

Environment:

Office environment.

Physical Abilities:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bend 2

Lift/carry 0-10 lbs 2

Twist 2

Lift/carry 11-25 lbs 2

Squat 2

Lift/carry 26-40 lbs 1

Kneel 2

Lift/carry 41-100 lbs 1

Climb 1

Stand 3

Reach above shoulder 2

Walk 3

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 1

Use Right Hand 4

Perform Repetitive Hand Motions 3

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

THE VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The District is compliant with ADA requirements.