F/T Office Manager

The Office Manager will have a focus on efficiency and seamless operations while overseeing the Enrichment office. The core responsibilities encompass effective management, supervision, and the achievement of successful program outcomes at a school site. This individual will work alongside the Manager of Operations. This role is full-time, exempt and reports to the Senior Director of School Age Programs..

Must be available to work from 9:30 am to 5:30 pm Monday - Friday.

The Community Group

The Community Group (TCG) is a private, nonprofit organization creating opportunities through education since 1970. TCG manages a range of programs, including a network of early childhood and out-of-school time programs, a network of charter and district public schools, consulting and training programs, and a child care resource and referral program, Child Care Circuit.

Office Manager Responsibilities (include but not limited to):

• Greet visitors, handle phone calls, manage mailings, organize files, and maintain office supplies and environment.

• Coordinate communications and logistics with various stakeholders including Business Office, school district staff, nutrition personnel, community providers, and Department of Children and Family Services (DCF) social workers.

• Prepare agendas, record minutes for Enrichment Team meetings, and send out reminders.

• Complete timely data entry and projects, including compiling C3 funding data.

• Manage the DCF reporting process and maintain compliance with Department of Early Education and Care (EEC) regulations for child files.

• Manage child file audits and completion of billings.

• Address facilities and IT issues, escalating to relevant departments as needed.

• Notify the school district about The Community Group (TCG) - related closures and make reminder calls.

• Generate attendance reports and surveys for Inservice days.

• Assist with Inservice operational needs such as attendance tracking and supply coordination, if applicable.

• Act as a liaison between the program support team and CKP for accurate state attendance reporting.

• Approve invoices and check requests, manage cash advances, and handle parent communications.

• Report incidents involving children to Licensing Education Analytic Database (LEAD) and maintain communication with Child Care Resource and Referral (CCRR) regarding program status.

• Update CKP master enrollment list daily and manage Out of School Time (OST) hour tracker for 21st Century.

• Upload Assessment of Program Practices Tool (APTs) and licensing documents to shared folders.

• Participate in staff meetings and ongoing professional development.

• Maintain the LEAD portal and handle Prospera lunch/snack requests.

• Manage supply orders, staff potlucks, and CKP space usage calendar.

• Maintain office organizational trackers and assist with special projects for Senior Director and others.

• Periodically provide coverage for CKP programs as needed.

• All other duties as assigned by your supervisor.

Qualifications

• Bilingual (English/Spanish) required;

• Ability to work in a fast paced environment, dealing with a diverse population;

• Professional telephone manner and customer service is a must;

• Accurate computer/data entry skills, experience with MS Excel; and

• Good organizational skills.

• Experience working with school-aged children;

• Experience working with community-based programs;

• Experience managing other adults, both directly and indirectly;

• Demonstrated performance completing administrative tasks;

• Knowledge of sports/athletics, arts, music, and/or STEM programs is a plus;

• Willingness to learn about children's growth and development;

Requirements

• Must possess the qualifications required for their positions in accordance with EEC regulations;

• Must complete CORI, SORI and fingerprint scan in accordance with regulations set forth by the Department of Early Education and Care prior to employment;

• Evidence of physical examination within one year prior to employment;

• Evidence of immunizations against Measles, Mumps and Rubella; and

• Maintain current infant/child CPR and First Aid Certification.

The Community Group participates in the E-Verify program to determine the immigration and work-eligibility status of prospective employees. Please refer to the Notice of E-Verify Participation and the Right to Work documents for more information.

The Community Group is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.