Office Manager

Job Posting: Office Manager

Are you passionate about creating an organized, welcoming, and efficient environment that supports children, families, and staff? Join our team as an Office Manager at our Head Start center, where you'll play a vital role in ensuring smooth operations and fostering a collaborative and child-focused culture.

Key Responsibilities

Administrative and Office Support

• Provide administrative assistance for center operations, adhering to organizational policies and Head Start standards.
• Maintain front desk coverage to ensure a welcoming and professional atmosphere.
• Update and manage the center’s SharePoint calendar to reflect activities and closures.
• Record and distribute minutes from meetings and coordinate events, training, and office functions.

In-Kind Contributions

• Facilitate and track parent volunteer activities, including hours and in-kind documentation.
• Maintain a database of community partners and their services.

CACFP (Child and Adult Care Food Program)

• Manage compliance with program guidelines, including organizing sign-in sheets, menus, receipts, and USDA documentation.

Safety and Supervision

• Conduct active supervision audits and playground safety checks.
• Coordinate bus evacuation drills and manage building security, maintenance, and repairs.
• Regularly inspect and ensure adherence to safety protocols.

Human Resources and Staffing

• Support onboarding processes and maintain up-to-date employee certifications and licenses.
• Ensure timely reporting of workers’ compensation cases.

Procurement and Financial Reporting

• Oversee procurement processes, credit card usage, and month-end financial reports.
• Train staff on procurement procedures and ensure cost-effective purchasing.

Data Management and Reporting

• Monitor child attendance and compliance in C-FIT.
• Maintain the center calendar for planned and unplanned closures.
• Record in-kind contributions and ensure accurate documentation.

Compliance and Documentation

• Conduct and document inspections (e.g., fire drills, health and safety checks).
• Support grant applications, community assessments, and surveys.