Center Office Manager - New Mexico
LOCATIONS: Clovis, NM, Mesquite, NM, LaMesa, NM
The Center Office Manager provides high-level administrative and staff support to the center operations consistent with the Head Start Performance Standards and CPLC Policies and Procedures. Promotes school readiness by preparing children and families for school and life success as it relates to this position. Actively supervise children by sight and sound at all times and in all environments. Maintain all health and safety regulations to create an optimum learning environment. Facilitate health practices to keep children safe in the school bus, outdoor and indoor environments.
Initial employment physical and TB test or Chest X-ray, Tdap vaccination, a valid Texas Driver's License for Centers located in Texas and vehicle insurance are required. For centers located in New Mexico, the successful hire must have a valid New Mexico Driver's Licence and vehicle insurance are required. Must pass a criminal background check to include a Child Abuse and Neglect register check and level one fingerprint clearance card. Applicant must obtain Food Handlers card upon hire and must be First Aid and CPR certified or obtain certification within the first 6 months of employment. Must be able to type 45-50 wpm.
HS/GED and 2 years of progressively more responsible experience in successful office operations and management is required. Must have basic knowledge of modern office methods and procedures, filing and telephone etiquette, as well as English usage, spelling, grammar, and punctuation. Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision. Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority. Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system). Use of computer, projection equipment, computer software programs (e.g. Microsoft Office, Adobe) and web based systems are required. Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start Program Performance Standards, Daycare Licensing, USDA reports, local state and federal regulations on reporting procedures preferred. Bilingual English/Spanish required.
JOB RESPONSIBILITIES AND COMPETENCIES
Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables and computer processing
.Maintain center personnel files, ensure required documents and functions are performed and updated on a monthly basis in order to comply with Licensing requirements.
Update or revise data collection tools including ECD Child Plus record keeping system such as Empower, ECD calendars, USDA reports and monthly center newsletter
.Maintain center petty cash account and submit petty cash reports monthly.
Assist with establishing and maintaining ECD Child Plus record keeping for children/families, staff, and volunteers.
Collect and submit any employee changes/updates (education, insurance, tax changes, credentials, direct deposit etc.) to CPLC Human Resource Department and/or Finance Department.
Organize/schedule staff meetings and trainings, prepare agendas, take minutes and assist with other meeting logistics as appropriate.
Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.
Provide assistance in training sessions for center staff on administrative forms and processes, such as Empower, time and attendance corrections, HR Forms, meal counts, etc.
Function as the center designee for communication and disseminating information within ECD administrative offices, CPLC corporate office and the community as appropriate
Maintain the centers Media Resource Library (Lending Library currently maintained by Floater Teachers, may vary by site).
Manage the inventory, cataloging and distribution of media materials.
Maintain and coordinate center supply and equipment inventory.
Facilitate collection and submission of orders for center supplies while following center budget.
Maintain center in-kind collection and Child Plus entry.
Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
Record classroom attendance in Child Plus on a weekly basis.
Collect weekly meal counts, USDA food purchase receipts/invoices, and employee Time Distribution reports for monthly submission of USDA report to CSM and Nutrition Coordinator.
Demonstrate awareness and sensitivity to cultural issues and community practices of low income and at risk families, including dual language speakers.
Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.
Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meeting and conferences.
Perform other duties as requested by immediate supervisor necessary to carry out the administrative/programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee frequently is required to sit and use hands along with fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, bending at the waist crouch or crawl. The employee must frequently lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision.
Must be able to travel statewide as needed. Able to present operational information to personnel at all levels. Must be highly organized, able to work under pressure, meet deadlines and handle multiple tasks.
Employee will be expected to participate in continuous learning, competency building and maintenance of competency skills.
TYPICAL WORKING CONDITIONS
Work is performed in structured environments. The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Reports to and is supervised directly by the Center Service Manager. Employee is also accountable for understanding and complying with CPLC policies and procedures.