Administrative Asst

Job Summary

Under minimal supervision, provide secretarial and administrative support to the Director of Child Care & Family Services at Salt Lake Community College (SLCC). Handle a variety of work that is confidential in nature. Serve as a receptionist for the areas assigned, a Director Designee as needed as defined by the Bureau of Child Care Licensing in the absence of the Director, and Assistant Director. Provide assistance primarily to child care teams at South City Child Care and occasionally to the Jordan Campus Child Care. As the forward face of the center, it is critical to have a physical presence to support the classroom teachers, staff, and parents. Applicant will be responsible to assist in maintaining Licensing, Accreditation, and child files. May supervise work-study and part-time employees. Applicant may perform reconciliation between two software applications, and insure accounts and contracts are completed properly and in a timely fashion and support compliance with fiscal management per College requirements.

Essential Duties & Responsibilities

• Support the Child Care & Family Services by physically supporting the operations of the location. This includes assisting in classrooms, doing tours, covering breaks, and being physically present for parents and staff to access as a resource during hours of operation.
• Manage general office business which may include correspondence, reports, meeting minutes, receptionist duties, calendars, filing, receiving and distributing mail, and implementing new procedures.
• Work directly with the Director to organize Director's Outlook calendar and complete College reports and deadlines.
• Generate reports from Procare or Excel as needed by Director or SLCC.
• Process invoices, approve purchases, complete budgetary transactions, arrange for travel, and assist with the reconciliation of mileage reimbursement.
• Support Director and Assistant Director with accounts including reconciliation, contracts, accounts receivable, and collections.
• Assist with posting part time staff positions, processing new hire paperwork, contracts, training, record keeping, coordinating requests from institutional marketing, and printing services.
• Support community and student inquiries.
• Support childcare needs including but not limited to ordering materials and supplies, coordinating with food vendors, ordering meals for children and events, managing and submitting forms such as mileage, and P-card purchases.
• Support the Director with paperwork including, but not limited to: Accreditation paperwork, Licensing paperwork, child files, classroom slots, staff files (training, background checks, etc.), and any other paperwork support that the College or Director may require to support the office.
• Assist with event management for Parent Engagement Activities.
• Support classroom support as needed per legal requirements of ratios.
• Assist with payroll and timecards as needed. Track employee evaluations.
• Attend monthly evening staff meetings and training as required by Bureau of Child Care Licensing for professional development hours.
• Supervise work study students as needed.
• Complete contracts, billing, collections and reconciliation of parent accounts between Banner and Procare.
• May act as the Director Designee in the absence of the Assistant Director.
• Assist with maintaining Licensing, Accreditation, child files, and Federal Food programming paperwork for the CACFP Child Adult Care Food Program.
• Maintain paperwork for the CACFP Child Adult Care Food Program as required by Department of Education. This includes point of service documentation, attendance, totals, menu production, meal counts, data entry, applications for free and reduced meals, transportation sheets, monthly meal totals, printing weekly meal forms, auditing teachers work, fixing parent clock in errors and checking infant meal tracking.
• Perform business errands to pick up groceries, materials, and other supplies. Deliver items as needed.
• Provide meal service as defined by the CACFP Child Adult Care Food Program, and classroom support which includes classroom supervision as defined by the Bureau of Child Care Licensing of Utah.
• When acting as a teacher the position will be required to interact with children on their level in as per our Accreditation and Licensing bodies require.
• Other duties as assigned.