Administrative Assistant – Finance
Position Title: Administrative Assistant – Finance
Department: Administration
Reports To: Owner/Director
Position Summary
The Administrative Assistant – Finance is responsible for supporting the financial and administrative operations of the childcare center. This position manages government subsidy programs, tuition processing, accounts payable and receivable, budgeting support, financial reporting, and administrative recordkeeping. The ideal candidate is highly organized, detail-oriented, maintains strict confidentiality, and is committed to accuracy while supporting the mission and daily operations of the center.
Essential Duties and Responsibilities Financial Operations
- Process and maintain tuition accounts, including invoicing, payments, and account reconciliation.
- Monitor and follow up on outstanding tuition balances in a professional and timely manner.
- Process accounts payable, including vendor invoices and timely payments.
- Maintain accounts receivable records and prepare deposits.
- Assist with monthly budget preparation and expense tracking.
- Prepare financial reports and spreadsheets for the Owner/Director.
- Maintain accurate financial records and documentation.
- Assist with payroll preparation by gathering and organizing required information as assigned.
Government Funding & Subsidy Programs
- Administer government childcare subsidy programs and ensure compliance with all program requirements.
- Process attendance and documentation required for state and federal reimbursement programs.
- Manage the Child and Adult Care Food Program (CACFP) documentation, meal counts, claims, and reimbursement records.
- Maintain accurate files for subsidy recipients and food program participation.
- Ensure all required reports are completed accurately and submitted by established deadlines.
Administrative Responsibilities
- Maintain organized electronic and paper filing systems.
- Create and maintain Excel spreadsheets, financial reports, and databases.
- Assist with enrollment paperwork and financial documentation.
- Prepare correspondence, reports, and other administrative documents.
- Order office supplies and maintain inventory as assigned.
- Ensure compliance with licensing, financial, and record retention requirements.
Customer Service
- Communicate professionally with families regarding tuition, billing, payment plans, and subsidy information.
- Answer phones, emails, and inquiries related to financial matters.
- Maintain confidentiality regarding all financial, employee, and family information.
- Provide excellent customer service while representing the childcare center with professionalism and integrity.
Qualifications
- High school diploma or equivalent required;
- Minimum of two years of administrative, bookkeeping, or accounting experience preferred.
- Experience with childcare tuition management, government subsidy programs, or CACFP is highly desirable.
- Strong knowledge of Microsoft Excel and Microsoft Office applications.
- Experience with accounting or childcare management software preferred.
- Excellent mathematical, organizational, and problem-solving skills.
- Strong written and verbal communication abilities.
- Ability to maintain strict confidentiality and handle sensitive financial information.
- Ability to prioritize multiple tasks and meet deadlines with minimal supervision.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Ability to lift up to 25 pounds occasionally.
- Ability to operate standard office equipment, including computers, printers, copiers, and calculators.
Work Schedule
This position is generally scheduled Monday through Friday. Occasional flexibility may be required to meet payroll, reporting deadlines, or the operational needs of the childcare center.
Other Duties
This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of responsibilities. Employees may be assigned additional duties as needed to support the successful operation of the childcare center.
Pay: From $30.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Idaho Falls, ID 83402
