Office Assistant

Montgomery Child Care Association - Rockville, MD2.9


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


  • Office Assistant: 2 years (Preferred)


  • Associate (Preferred)