School Support Associate

CAP Tulsa; Tulsa (OK); On-site; USD 32,000 - 45,000; Full time

Job summary

CAP Tulsa is seeking an Administrative Assistant to support the School Leader in the daily operations of the early childhood facility. You will greet visitors, handle front-office duties, manage records, Procare tasks, and coordinate communications while ensuring high-quality program standards.

Under supervision, you will maintain attendance and nutrition data, process tuition and subsidies, assist with licensing readiness and accreditations, and help with data entry and inventory.

Qualifications

• Interpersonal relationships with staff, vendors, and families and ability to maintain confidentiality.
• Ability to read, interpret and follow written and oral instructions.
• Adept at auditing records for accuracy and compliance.
• Ability to take initiative, multi-task and work under pressure.
• Basic-to-intermediate MS Office skills and budgeting knowledge.
• Strong organizational skills and attention to detail for timely completion.

Responsibilities

• Greet and assist parents, vendors, visitors and support staff and maintain sign-in/out logs.
• Maintain accurate accounts for Procare, tuition, subsidies, EBT, monthly reimbursements and postings.
• Assist with classroom compliance per DHS licensing requirements and report non-compliance.
• Support star status and NAEYC accreditations for facilities assigned.
• Complete ChildPlus data entry and reporting as directed by the School Leader.
• Maintain end-of-month data on attendance and nutrition.
• Maintain medication log and ensure proper dispensing.
• Manage equipment and inventory lists.
• Perform other duties as assigned or requested.

Skills

Interpersonal skills

Instruction following

Record auditing

Multi-tasking

Confidentiality

MS Office

Organizational skills

Education

High School Diploma or GED

Tools

MS Office

Accounting basics

Budgeting basics

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 log insuring 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.