School Support Associate

CAP Tulsa; Tulsa (OK); On-site; USD 26,000 - 36,000; Full time

Job summary

CAP Tulsa is seeking an Administrative Assistant to support the School Leader in the day-to-day operation of the early childhood facility. This role handles front office duties, answering phones, processing supply orders, record keeping, Procare tasks, and coordinating functions under supervision.

You will maintain attendance data, assist with licensing compliance, perform ChildPlus data entry, manage subsidies and billing, and ensure confidentiality while handling multiple tasks in a busy

Qualifications

• Must have proven successful interpersonal relationship skills to maintain effective working relationships with staff, vendors, clients, visitors, and contractors.
• Ability to follow oral and written instructions with the ability to read, interpret, and present information efficiently and effectively.
• Must be able to accurately audit records and ensure compliance with written or oral guidelines.
• Ability to take initiative, multi-task and work well under pressure.
• Must maintain strict confidentiality of extremely sensitive data and basic to intermediate MS Office skills.

Responsibilities

• Greet and assist parents, vendors, visitors and support staff entering the facility and maintain a sign in/out log.
• Maintain accurate accounts for Procare, tuition, childcare subsidy monies, EBT machine, monthly claim reimbursements, retro payments and posting money.
• Assist with classroom compliance based on Early Childhood Program Performance Standards and DHS licensing requirements; report non-compliance to the School Leader.
• Assist with “star” status and NAEYC accreditations for facilities assigned to the School Leader.
• Complete ChildPlus data entry and reporting as assigned by the School Leader.
• Maintain and distribute end-of-month attendance and nutrition data.
• Maintain medication logs and ensure timely dispensing.
• Maintain equipment and inventory lists.
• Perform other duties as assigned or requested.

Skills

Interpersonal skills

MS Office

Data confidentiality

Attention to detail

Time management

Education

High School Diploma or GED

Tools

Procare

ChildPlus

Job description

Under direct supervision of the School Leader, responsible for providing support to the School Leader for the day to day operation of the early childhood facility and ensuring compliance with high quality standards of the child development program. Perform front office duties including, but not limited to answering the telephone, submitting and receiving supply orders, record keeping, Procare tasks, sending correspondence and coordinating functions. Makes routine choices within established procedures, with readily available supervision. Performs intermediate troubleshooting or analysis; problems require interpretation of data using generally prescribed procedures. Has frequent interaction to provide basic information and/or occasional interaction requiring detailed procedural explanations or technical responses.

Responsibilities/Essential Functions

• Greet and assist parents, vendors, visitors and support staff entering the facility and maintain a sign in/out log.
• Responsible for maintaining accurate accounts for the following: Procare, tuition, childcare subsidy monies, EBT machine, monthly claim reimbursement completion, retro payments and posting money.
• Assist with classroom compliance based on Early Childhood Program Performance Standards and Department of Human Services (DHS) licensing requirements. Report any non-compliance concerns to the School Leader.
• Assist with “star” status and NAEYC accreditations for all facilities assigned to the School Leader.
• Complete ChildPlus data entry and reporting as assigned by the School Leader.
• Maintain and distribute end of month data pertaining to attendance and nutrition.
• Maintain medication logs ensuring all information is current and medication is dispensed.
• Maintain equipment and inventory lists.
• Perform other duties as assigned or requested.

Required Education/Experience

• High School Diploma or GED required.
• 1 year of clerical or administrative experience.

Knowledge/Skills/Abilities

• Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
• Ability to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
• Must be able to accurately audit records and ensure compliance with written or oral guidelines.
• Ability to take initiative, multi-task and work well under pressure.
• Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc. Basic-Intermediate MS Office skills, working knowledge of accounting and budgeting practices.
• Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.

Essential Physical & Mental Requirements

Primarily an office position with some local travel (exposure to normal traffic hazards). Will be working in filing cabinets which require bending, stooping, lifting, pushing and pulling throughout the day. Must have the ability to stoop, kneel, crawl, stretch, lift and/or carry children weighing up to fifty (50) pounds and attend to children who are developmentally delayed. Must be willing to work in noisy and stressful environment. Regular and reliable attendance required must be flexible with hours in order to cover site-operating hours.

This position has been designated as safety-sensitive under CAP Tulsa policy. Individuals in safety-sensitive positions are not eligible for exceptions related to medical marijuana use that may apply to non-safety-sensitive positions. A positive drug screen for marijuana may affect eligibility for employment and continued employment in accordance with CAP Tulsa policy and applicable law.