Office Manager

Puerto Rican Action Board, Inc.; New Brunswick (NJ); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading organization in New Jersey is seeking an Office Manager for its Early Childhood Center. The role involves providing administrative support, ensuring program compliance, and fostering family and community relations. Ideal candidates will have strong organizational and communication skills, with a preference for bilingual candidates. This full-time position offers a collaborative work environment focused on child development and community service.

Benefits

Paid employee health and dental insurance

Voluntary vision and retirement plans

Paid time off including sick and personal days

Qualifications

• Documented, related work experience may be substituted for academic requirements year by year.
• Ability to type 45 words per minute.
• Ability to work independently.

Responsibilities

• Provide administrative support to the Site Director.
• Maintain attendance log and student records.
• Serve as a resource person to families and staff.

Skills

Bilingual Spanish/English

Organizational Skills

Communication Skills

Education

Associate Degree in Secretarial Sciences

Tools

Microsoft Office

Job description

Job Details

Job Location: Childhood Development Center NB - New Brunswick, NJ

Position Type: Full Time

Education Level: 2 Year Degree

Salary Range: Undisclosed

Job Shift: Day

Job Category: Admin - Clerical

Description

Anticipated Vacancies - Office Manager

REPORTS TO: Site Director, Early Childhood Programs

SUMMARY

The Puerto Rican Action Board (PRAB) is a comprehensive human services organization in Middlesex County, New Jersey. We provide a comprehensive range of essential services for children, youth, families, and senior citizens. We deliver need-based assistance to low and moderate-income residents of Central New Jersey and serve as advocates for those seeking to live productive, self-sufficient lives.

The Office Manager is responsible for providing administrative support to the Site Director to support the operation of the Early Childhood Center. S/he is knowledgeable of internal systems used for general program operations, practices and procedures. Reporting to the Site Director, s/he provides assistance and guidance to other staff in a collaborative manner with respect to the organization as a whole. S/he works closely with the Site Director to ensure program compliance and to meet program and organizational goals. S/he support the Site Director in ensuring that all EC program activities are coordinated, integrated, data-driven, and well-executed with attention to detail. S/he is able to thrive in a fast-paced, complex, dynamic environment, and promotes entrepreneurism, creative problem-solving, and respect and compassion for staff members and the populations PRAB serves.

RESPONSIBILITIES

Administration

• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
• Maintain attendance log.
• Maintain well organized student records and complete documentation immediately after meetings.
• Participate in fund raising activities.
• Participate in completing required CACFP record keeping and reports.
• Maintain communication with Human Resources for accurate staff records of attendance and time sheets.
• Assure that programmatic and fiscal reports are submitted on a timely basis.
• Maintain bookkeeping system to track student voucher payments.Follow-up with non-payments.
• Monitor E-Child Care System on a daily basis; follow up with parents regarding incorrect or incomplete attendance records.
• Establish, organize and maintain programmatic files, correspondence, student and staff files and records.
• Maintain all records, and reports of attendance including wraparound care attendance through Electronic Child Care (ECC) Provider Web Portal.Ensure all parents are in compliance with recording / swiping their child(ren) daily attendance.Follow up with parents regarding any payment or attendance issues.
• Maintain office and classroom inventories, and order classroom and office supplies.
• Screen all telephone calls, mail and visitors.
• Type reports, forms and correspondence etc.
• Complete monthly CACFP Meal Count.
• Complete monthly CACFP Attendance Count.
• Cross reference Attendance Records with Meal Count Records for the End of the Month CACFP report.
• Complete and submit CACFP voucher to Main Office by the required deadline.

Family and Community Relations

• Serve as a resource person to the families and staff.
• Establish positive relationship with parents and children and center staff and serve as a liaison between home, Center and District’s early Childhood Education Office.
• Assist Teachers with conduction parent-teacher conferences and if necessary, help with translating.
• Encourage parents to participate in the program.
• Communicate with children at their development level.
• Encourage children to be independent.
• Use appropriate and positive discipline.

Communication

• Maintain and safeguard the rights of each family/child to privacy, respect and confidentiality.
• Maintain contact with parents to promote regular student attendance.
• Develop good communication with co-workers and supervisors.

Professional Responsibilities and Development

• Insure compliance with PRAB rules, regulations and procedures accordance with Employee Handbook.
• Exercise leadership within the school and community to deal with changing needs and concerns.
• Provide professional assistance to the Site Director, the school and community, by keeping informed about changing needs and concerns within the school’s area of family development and community service responsibility.
• Ensure confidentiality to all children and families.
• Work in collaboration with staff and supervisors.
• Grow professionally and actively participate in the school’s professional learning community.
• Attend on Staff Meetings.
• Demonstrate consistent and reliable attendance and punctuality.
• Performs other duties as assigned by Site Director or Senior Director of Early Childhood Programs.

General

• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.
• ollow Center policy for the discipline and care of students in accordance with the DCF, Office of Licensing and PRAB manual & procedures.
• Insure compliance with PRAB rules, regulations and procedures accordance with PRAB Employee Handbook.
• Understand and follow center’s Crisis Management Plan and Procedures.
• Assist with compliance with CACFP requirements and regulations.

QUALIFICATIONS

• Associate Degree in Secretarial Sciences or related field preferred.
• Documented, related work experience may be substituted for academic requirements year by year.
• Proficient writing and verbal skills.
• Ability to type 45 words per minute.
• Ability to work independently.
• Preferably bilingual Spanish/English.

KNOWLEDGE, SKILLS & ABILITIES

• Fully committed to PRAB’s vision, mission, and strategic goals and outcomes
• Excellent organizational, analytical, oral and written communications skills
• Follow NJ state requirement as per NJ Department of Children and Families, Office of Licensing, Chapter 122 Manual of Requirement for Child Care Centers.

• ollow Center policy for the discipline and care of students in accordance with the DCP&P and PRAB manual & procedures.
• Insure compliance with PRAB rules, regulations and procedures accordance with PRAB Employee Handbook.
• Evidence of emotional maturity and stability.
• Evidence of sufficient security and judgment to handle crisis situations.
• Ability to seek supervision and use it constructively.
• Ability to communicate with parents effectively.
• Ability to work collaboratively with a fast paced, highly interactive staff
• Proven ability to work effectively in a team setting
• Proven ability to work well with diverse groups
• Proven ability to handle multiple tasks effectively under pressure
• Proven ability to meet strict deadlines within time constraints
• Computer literate with knowledge of Microsoft Office applications
• Bilingual English/Spanish recommended
• Demonstrated maturity, integrity, and sound judgment

Physical Demands and Working Environment

• Regularly stand, sit, and walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
• Frequently lift and/or move up to 25 pounds
• School staff will be working in a busy and occasionally noisy environment that is typical to the school environment

Compensation and Hours

• This is a full-time, non-exempt, salaried position
• Salary is based on an pre-established range and is commensurate with experience
• Includes some early evening and weekend work hours
• Benefits are generous, including paid employee health and dental insurance (some employee contribution required); voluntary vision and retirement plans are also available
• Paid time off includes sick, and personal days, and holidays

PRAB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Qualifications