Office Manager

What You'll Do

RECEPTION DUTIES:

• Answers telephone, routes calls to proper staff members, take accurate messages and responds to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial environment for everyone entering the facility.

STUDENT ATTENDANCE, PROGRAM DOCUMENTATION & REPORTING

• Accurately document student attendance for child care and school age program
• Document attendance and files for partnerships
• Maintain files for report and audit purposes
• Prepare and submit attendance requirements to Wisconsin Shares
• Respond to inquiries related to attendance
• Monitor enrollment forms to ensure that most up to date information is on file
• Maintain the Student information System (SIS) for state reporting

PROGRAM OPERATIONS

• Review requests for office and building supplies; obtain approval and complete purchases in a timely manner
• Coordinate with building engineer to complete building and equipment repairs
• Schedule routine maintenance and repairs for the school buses
• Maintain record of purchases
• Work collaboratively with building engineer to ensure proper and high level of building maintenance. This includes but is not limited to checking for cleanliness of building (classrooms, etc.)
• Responds to staff requests for maintenance supplies and classroom repairs
• Maintain inventory in supply room and keep room in a clean and orderly manner
• Ensure front line communications maintain professional and efficient (verbal and visual)

EMPLOYEE PRE-EMPLOYMENT SCREENING

• Support the Director of Administration in the arranging of new hires to obtain medical exam, TB testing and drug screen.
• Support the Director of Administration in conducting background checks for staff and volunteers

BANK DEPOSITS & ACCOUNT PAYABLE/RECEIVABLE

• Secure and record incoming checks and cash for deposit
• Prepare deposits and verify amount, payee and use of funds
• Prepare invoices and receipts for families and other payees
• Manage the accounts receivable email inbox

PROCESS INCOMING MAIL

• Open and distribute mail accordingly
• Handle all sensitive information in a confidential manner

CENTER OPENING AND CLOSING

• Supports with opening and closing facility as scheduled

ADMINISTRATIVE DUTIES

• Provide administrative assistance to administrative staff
• Prepare correspondence - letters, reports, etc. for Malaika organization
• Prepare copies for teachers and respond to their requests for materials, supplies, etc.
• Monitor office supplies and equipment to ensure efficient and effective operations on a daily basis
• Perform other duties as assigned

Requirements

• 5+ years of experience in relatable role
• High school diploma required; Associate’s degree preferred
• Professional and pleasant attitude and appearance
• Proficiency with Microsoft and hands on experience with office equipment
• Multitasking and time management skills w/ ability to prioritize tasks
• Solid written and verbal communication skills
• Excellent organizational skills
• Proficient in math and basic accounting procedures
• Knowledge of Quickbooks Accounting software

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Leave
• Retirement Plan
• Child Care Discount
• Professional Development