Office Manager

Talentify; Town of Penfield (NY); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Free Family YMCA Membership

Job summary

Talentify is seeking an Office Manager to provide exceptional administrative support to a licensed childcare center. This role supports the Center Director, handles enrollment and billing processes in Active, and ensures OCFS compliance.

You will serve as the first point of contact for families, greet visitors, and coordinate schedules and communications. The position requires strong organizational skills and a professional demeanor in a fast-paced childcare setting.

Qualifications

• Must be at least 21 years old with a high school diploma or GED; associate’s degree or higher preferred.
• Minimum of one year administrative and customer service experience; childcare/youth-serving environment preferred.
• Highly organized, professional, and enthusiastic self-starter with strong administrative and time-management skills.
• Excellent verbal and written communication skills with strong proofreading and attention to detail.
• Ability to prioritize workload, manage multiple deadlines, problem-solve, and follow through on assignments.
• Ability to work independently and collaborate with staff, families, and community partners.
• Proficient in Microsoft Office and childcare management software; familiarity with databases preferred.
• CPR/AED, First Aid, and Medication Administration certification required or to be obtained within 60 days of hire.

Responsibilities

• Provide comprehensive administrative support to the Center and Center Director.
• Greet parents, visitors, and staff in a professional and welcoming manner.
• Monitor and screen visitors and manage sign-in procedures.
• Oversee daily check-in and check-out procedures.
• Communicate with parents about policies and enrollment; conduct tours for prospective families.
• Handle phone inquiries and route messages promptly and courteously.
• Prepare and distribute memos, letters, forms, and other communications.
• Process enrollments and record parent payments in the designated system (Active).
• Maintain and update children’s files to OCFS standards; coordinate documentation with families.
• Maintain records of teacher availability and arrange classroom coverage.
• Assist with OCFS compliance, emergency procedures, incident reporting, purchasing, and accounting systems.
• Assist with medication administration per OCFS regulations.
• Attend required meetings and trainings.
• Perform other duties as assigned by supervisor.

Skills

Administrative support

Customer service

Time management

Professional communication

Education

High school diploma or GED

Associate’s degree preferred

Tools

Microsoft Office

Childcare management software

Job description

Description

$20 to $22/hr. and a Free Family YMCA Membership

Under the direction of the Center Director the Office Manager is responsible to provide exceptional administrative support to the licensed child care center. The responsibilities include managing records and files, answering phone calls, preparation of all communications related to any departmental activity including billing documents and provide service to members.

SPECIFIC RESPONSIBILITIES:

• Provide comprehensive administrative support to the Center and Center Director.
• Serve as the first point of contact by greeting parents, visitors, and staff in a professional and welcoming manner.
• Monitor and screen all visitors, ensuring adherence to building security and sign-in policies.
• Manage and oversee daily check-in and check-out procedures.
• Communicate with parents regarding facility information, policies, and enrollment procedures; conduct tours for prospective families as requested.
• Answer, screen, and direct incoming phone calls; respond to general inquiries in a timely and courteous manner.
• Prepare and distribute correspondence, including memos, letters, forms, and other communications.
• Process enrollments and accurately collect and record parent payments in the designated system (Active).
• Maintain and update children’s files to ensure compliance with OCFS requirements; communicate with families regarding required documentation and updates.
• Maintain current records of teacher availability and coordinate classroom coverage as needed.
• Support compliance with OCFS regulations and Association policies across all program operations, including maintenance, emergency procedures, incident reporting, purchasing, personnel, and accounting systems.
• Assist with the administration of medication in accordance with OCFS regulations.
• Maintain all required certifications and credentials.
• Attend required meetings and professional development trainings.
• Perform other duties as assigned by the supervisor.

Requirements

• Must be at least 21 years of age and possess a high school diploma or GED; associate’s degree or higher preferred.
• Minimum of one (1) year of administrative and customer service experience required; experience in a childcare or youth-serving environment preferred.
• Highly organized, professional, and enthusiastic self-starter with strong administrative and time-management skills.
• Excellent verbal and written communication skills, including strong proofreading skills and attention to detail.
• Proven ability to prioritize workload, manage multiple deadlines, problem-solve effectively, and ensure follow-through on assignments.
• Ability to work independently while also collaborating effectively with staff, families, and community partners.
• Proficient in Microsoft Office and other standard office software; experience with childcare management software and database systems preferred.
• CPR/AED, First Aid, and Medication Administration certification required or ability to obtain within 60 days of hire.
• Demonstrates commitment to the YMCA’s mission and values, maintaining professionalism, accountability, and a focus on continuous improvement

PHYSICAL REQUIREMENTS:

• Must be able to stand for the duration of the shift
• Must be able to bend and stoop occasionally
• Must be able to lift 45 pounds occasionally
• Ability to supervise children by sight at all times.
• Ability to move quickly to react to safety issues in the setting (i.e. aggressive behavior).
• Ability to move around the classroom to assist children and supervise children with daily activities, social interaction, physical and emotional needs.
• Ability to move from space to space, and is required to enter all YMCA environments including, program space, buses, schools, pools, and program area.