Front Desk Program Navigator -Bilingual

The Children's Cabinet, Inc.; Nevada, Northern (IA, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The Children’s Cabinet, Inc. is seeking a Front Desk/Program Navigator to greet visitors, answer phones, maintain records, and support provider training and parent classes. This role involves data entry, report generation, and coordinating clerical tasks across programs.

You will help with outreach events, prescreens, referrals, and scheduling, while ensuring accurate documentation and friendly communication with clients, staff, and instructors in a fast-paced nonprofit environment.

Qualifications

• High School diploma or equivalent required; associate degree or related experience preferred.
• Minimum 2 years in office administration or customer service.
• Experience with data entry and program reporting.
• Familiarity with child care resources and subsidy programs is a plus.
• Ability to lift up to 40 lbs and flexible hours including some evenings/weekends.

Responsibilities

• Greet visitors and callers professionally and offer assistance.
• Assist with data entry, reports, and record maintenance.
• Support scheduling, fingerprinting for background checks.
• Assist with outreach events and educational materials.
• Coordinate supplies, mail, and office equipment.
• Maintain organized front desk and meeting spaces.

Skills

Customer service

Organizational skills

Tech proficiency

Business correspondence

Early childhood knowledge

Child care licensing knowledge

Education

High School Diploma or GED or related degree

Tools

Microsoft Office

Office equipment

Database entry systems

Job description

Front Desk/Program Navigator will serve as a key point of contact for both clients and program staff, ensuring the smooth operation of daily activities. This position will be responsible for greeting visitors, fielding phone calls, record maintenance, accepting registration for provider professional development training, assisting with community outreach events, assisting with provider professional development and parent training classes, and general clerical duties such as data entry and supply ordering. The Front Desk/Program Navigator is responsible for maintaining program documentation, data entry into databases, generating and sharing reports, maintaining learning environments, and communicating with all instructors, learners and program staff.??

The Program Navigator also provides overall project support, administrative assistance and support tasks as assigned. This position requires familiarity with different types of early care and education settings, the ability to utilize basic computer software programs and positive communication skills within the agency and with the public.

Distinguishing Characteristics

This dynamic position calls for an individual who thrives in a fast-paced environment, can effectively manage a variety of administrative tasks, and has a keen ability to prioritize customer service.

Supervision Exercised

None

Duties:

• Achieve an understanding of agency mission, strategic focus areas and overall goals and objectives. Contribute to the success of these areas.
• Read, understand, and apply all agency and department policy and procedures set forth in both the Agency Handbook and Program Manual.
• Greet visitors and callers positively and professionally by offering assistance.
• Assists parents and child care providers in navigating resources and support that meet their needs, provides referrals as appropriate.
• Assist parents and child care providers with general questions on the child care subsidy program and direct to the appropriate staff member.
• Assists with the preparation of materials for the Subsidy program.
• Read and understand the Child Care Policy Manual to reach a basic understanding of the Subsidy program to conduct Prescreens, child care referrals and assist in the reimbursement process.
• Completes office supply and equipment inventory for offices and orders office supplies and equipment as approved. Uses Cabinet inventory system for equipment.
• Assists in the scheduling and fingerprinting for Background Checks.
• Assist with data collection and data entry including intake procedures, documentation of referrals and follow-up and distribution of surveys to visitors.
• Participate in the development of newsletters, calendars, flyers, brochures and other educational materials.
• Receives conference room meeting requests and oversees the public and internal use of meeting space.
• May assist with office errands to include picking up supplies, mail, etc.
• May assist with general upkeep of large office equipment, including placing routine maintenance calls. Including filling equipment with paper and clearing out any unidentified printing.
• May monitor all incoming and outgoing mail, including bulk mail and large shipments.
• Monitors on-line postage, and/or post daily mail for main office.
• Receive deliveries and donations and distribute as needed.
• Update and maintain staff communication devices such as the in/out board and mailboxes, distribute faxes, update internal phone list.
• Replenish program and services information brochures available to the public.
• Keep front desk, lobby, conference rooms, and mail area organized/presentable. This includes maintaining and disinfecting office toys available for children, making sure coffee/tea supplies are filled, and running and clearing the dishwasher.
• Maintain storage room organization and inventory, communicating with supervisor as needed to coordinate program use of shared space.
• Post all approved public notices.
• Open and close office based upon work schedule
• Performs other duties as assigned.

Minimum Qualifications

Knowledge of:

• Advanced Customer Service Skills: Demonstrated ability to deliver exceptional customer service in a fast-paced and often sensitive environment.
• Organizational Expertise: Skilled in managing large volumes of information, multitasking, and prioritizing effectively in a busy office environment.
• Technological Proficiency: Experience using a variety of computer applications and office equipment efficiently and the desire to learn new programs.
• Appropriate formatting for business correspondence.
• Early childhood education practices and principles that encompass different types of child care settings.
• Basic child care licensing requirements, or ability to learn child care licensing requirements.

Ability to:

• Communicate using excellent verbal and written communication, spelling and grammar.
• Communicate in a positive, friendly manner to public and co-workers, using best practices in customer services.
• Remain calm when confronted with busy phone lines and clients in crisis situations.
• Handle numerous tasks and interruptions simultaneously
• Maintain confidentiality of client/agency information
• Understand and follow oral and written instructions
• Use office equipment (phones, fax, copier, etc.)
• Be organized and use effective time management.
• Work collaboratively with staff and community agencies.
• Work with adults of diverse backgrounds and beliefs and adapt service delivery accordingly.

Special Requirements:

• High School Diploma or GED or associate's degree in related field or experience in business administration, Human Services, ECE, or a related field will be considered.
• At least 2 years of experience in office administration/customer service, or resource navigation
• Additional Certifications or specialized training in office administration, customer service, or human services (a plus)
• Be physically capable of performing all job duties. This may include lifting and carrying up to 40 lbs.
• Work requires some weekend and evening hours.
• Able to pass complete background check.
• Must have reliable transportation to and from work.
• Must possess a valid Nevada Driver's License, and proof of insurance if utilizing a personal vehicle for company business.
• Eligible to receive Cabinet benefits for full-time staff.

The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, gender identity, color, religion, veteran status, national origin, age, handicap, disability, familial status, political affiliation or beliefs.

It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and the Children's Cabinet.