Office Assistant

Montgomery Child Care Association - Rockville, MD2.9

Full-time

The Office Associate is responsible for organizing and implementing multiple administrative and office projects simultaneously and operating with excellent organization and flexibility.

Key responsibilities include but are not limited to:

General Administration

  • Provide phone coverage and return general messages within a timely manner.
  • Prepare memos and other documents regarding events, special projects, building maintenance and other areas as requested.
  • Manage supply ordering using MCCA protocol.
  • Attend meetings, take minutes, give to Center Director for approval and distribute accordingly.
  • Maintain computers, printers, faxes, copiers and other office equipment and arrange for service if necessary.
  • Pick up mail at main office periodically and as requested.
  • Track and replenish Center Forms.

Event Administration

  • Schedule a variety of meetings, events, tours and various other activities as requested.
  • Coordinate field trips, buses and print checklists to track children, and distribute to appropriate staff.
  • Make arrangements for furniture and additional items for various events as needed.
  • Update calendar of events, and post in appropriate space(s). Ensure all documents concerning center events such as notices and fliers are visible and posted.
  • Ensure that the parent information board is current with up-to-date menus and other information.
  • Make arrangements to provide food for staff meetings, Parent Council meetings and other events as requested.
  • Assist the Director with planning special events at the Center including food drives and fundraising activities.

Center/Program Administration

  • Update and distribute attendance sheets.
  • Maintain children’s records according to licensing, accreditation and agency expectations and update forms as needed.
  • Collect and track monthly child attendance and food program forms.
  • Distribute menus to families and staff, and post them in designated areas.
  • Provide needed communication to center vendors regarding daily needs such as lunch service, facility reports etc.
  • Update email distribution lists as families join/leave the center or children change classrooms.
  • Make copies and fax documents as requested.
  • Maintain an organized professional office environment.
  • Perform other duties as assigned.

QUALIFICATIONS (Education & Experience):

  • Possess a High School diploma; an Associate’s degree in administration is a plus.
  • Minimum two years of direct office administrative experience.
  • Prior experience with multi-line phone systems.
  • Possess a reliable form of transportation that is readily accessible for use when running errands related to the day-to-day operations of the center.
  • Demonstrated proficiency with Microsoft Office Suite and strong typing skills.
  • Prior experience in the child care industry is a plus.

COMPETENCIES (Knowledge, Skills & Abilities):

  • Ability to professionally interact with MCCA colleagues, families, vendors and stakeholders by demonstrating the use of good judgment, positive welcoming demeanor, and maintaining appropriate and respectful communications.
  • Respectful of culture, language and diversity.
  • Ability to manage stressful situations in a calm, effective manner.
  • Proficient with computer, printers, faxes, copiers and other office equipment.
  • Efficient in establishing priorities and managing workload while taking initiative.
  • Ability to be flexible, resourceful, and accurate in a fast-paced environment.
  • Team oriented and has a willingness to assist where/when needed.
  • Ability to develop and maintain files in accordance with MCCA policy and licensing, and ensure confidentiality specifically with family and Center related information.
  • Excellent attention to detail and organizational skills.
  • Ability to provide and accept feedback for professional growth.
  • Solid verbal and written communication skills with the ability to demonstrate these skills in both face-to-face and electronic formats including, but not limited to telephone and email systems.

Job Type: Full-time

Experience:

  • Office Assistant: 2 years (Preferred)

Education:

  • Associate (Preferred)