Circle of Friends is a privately owned child care center seeking to hire professionals to support our early care and education program.

Our Core Values

• Friendly and Fun Environment
• Respectful and Responsive Environment
• Integrity is at the core and woven in every aspect of our program
• Environments are welcoming, beautiful, and engaging
• Nurturing environment where children develop a sense of trust and security
• Dedicated to providing high quality care and education
• Service - Every child and family deserves excellence

Job Summary:

The Office Assistant, under the direction of the Site Director, performs a variety of clerical tasks related to the operation of an early care and education program and general clerical support for 2 location sites.

Minimum requirements

Must possess a high school diploma; must be at least 18 years of age; must have two (2) years of general clerical experience. Must have knowledge of correct English usage, spelling, vocabulary and perform mathematical calculations accurately; experience with computer, telephone techniques; and filing systems. Must have physical, fingerprints, and TB skin test. This position requires the ability to work in a busy environment.

The Office Assistant works as a member of the school team, supporting the Program Director and teaching staff and performing specialized student services, record keeping, and varied support work. Student services record preparation and maintenance involves responsibility for major functions, maintenance of student database, enrollment, and withdrawal. Student services assignments require a full working level of understanding of the records maintained and the specialized automated database software programs used in the work.

Summary of essential job functions:

• Ability to analyze situations and apply specific rules and policies with good judgment.
• Maintain confidentiality.
• Ability to communicate effectively orally and in writing and excellent organizational skills.
• Organize, monitor, and maintain all children and staff files (current and compliant with State and Federal regulations).
• Monitor & maintain Facebook and Instagram business pages.
• Track and monitor children’s attendance.
• Preparing all enrollment and hiring packets.
• Coordinates visitors to the center.
• Assist with the intake, registration, and recertification of all children and families.
• Keeps inventory of office, classroom, and janitorial supplies.
• Responsible for the monthly billing for Child Care and Preschool fees; and for the posting of fee payments.
• Answer and direct incoming telephone calls; take messages for Site Director and Staff; answer a variety of questions that require a good understanding of the school’s operating procedures and policies; and greet and direct parents and the public.
• Maintain a professional and positive image and cooperative relationship with parents, staff, and children.
• Perform varied administrative support and secretarial work to assist the Program Director and professional staff, such as giving information that requires a thorough understanding of the functions of the office; scheduling meetings and appointments; compiling information for reports; maintaining specialized records, and using the records to generate a variety of documents; monitor processes of the office to ensure that deadlines will be met and that information needed to meet requirements is available and correct, serve as receptionist, screen calls and refer callers to appropriate person; listen to students and parents who have service requests, concerns, and complaints.
• Keyboard forms, correspondence, and notices to parents and staff. Format and print a variety of computer reports.
• Operate standard office equipment, make photocopies, and assemble documents. Operate computer terminal, and scanner to enter data, process text, and generate reports; prepare query lists and use printers to generate outputs; troubleshoot student database computer system.
• Ability to analyze situations and apply specific rules and policies with good judgment.
• Maintain confidentiality.
• Ability to communicate effectively orally and in writing and excellent organizational skills.
• Organize, monitor and maintain all children and staff files (current and compliant to State and Federal regulations).
• Monitor & maintain Facebook and Instagram business page.
• Track and monitor children’s attendance.
• Preparing all enrollment and hiring packets.
• Coordinates visitors to the center.
• Assist with the intake, registration and recertification of all children and families.
• Keeps inventory of office, classroom, and janitorial supplies.
• Responsible for the monthly billing for Child Care and Preschool fees; and for the posting of fee payments.
• Answer and direct incoming telephone calls; takes messages for Program Director and Staff; answer a variety of questions which require a good understanding of the school’s operating procedures and policies; and greet and direct parents and public.
• Maintain a professional and positive image and cooperative relationship with parents, staff and children.
• Perform varied administrative support and secretarial work to assist the Program Director and professional staff, such as to give information that requires a thorough understanding of functions of the office; schedule meetings and appointments; compile information for reports; maintain specialized records and use the records to generate a variety of documents; monitor processes of the office to ensure that deadlines will be met and that information needed to meet requirements is available and correct, serve as receptionist, screen calls and refer callers to appropriate person; listen to students and parents who have service requests, concerns, and complaints.
• Keyboard forms, correspondence and notices to parents and staff. Format and print a variety of computer reports.
• Operate standard office equipment, make photocopies, and assemble documents. Operate computer terminal, and scanner to enter data, process text and generate reports; prepare query lists and use printers to generate outputs; troubleshoot student database computer system.

Physical Abilities and Working Conditions of Employment

• The Physical Abilities and Other Conditions of Employment listed in this section are representative of but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Employment which may be required of positions in this class.
• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.
• Hearing:(which may be corrected) answer telephones and answer questions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use of hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; twist and bend at torso; turn, raise, and lower head.
• Strength: to lift, push, pull and/or carry objects which weigh as much as 15 pounds on a frequent basis; to push/pull objects which weigh as much as 25 pounds on an occasional basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
• Mental Requirements: read, write, understand, interpret and apply information at a moderate level essential for successful job performance; math skills at a basic level; judgement and the ability to processes information quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance, copy, compare and compile information and records.

Minimum requirements

Must possess a high school diploma; must be at least 18 years of age; must have two (2) years of general clerical experience. Must have knowledge of correct English usage, spelling vocabulary and perform mathematical calculations accurately; experience with computer, telephone techniques; and filing systems. Must have physical, fingerprints, and TB skin test. This position requires the ability to work in a busy environment.

The Office Assistant works as a member of the school team, supporting the Program Director and teaching staff and performing specialized student services, record keeping, and varied support work. Student services record preparation and maintenance involves responsibility for major functions, maintenance of student database, enrollment, and withdrawal. Student services assignments require a full working level of understanding of the records maintained and the specialized automated database software programs used in the work.