Chicanos Por La Causa, Inc.
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Center Office Manage
at Chicanos Por La Causa, Inc.
Work Location: ECD San Luis G 649 N. 9th Ave. San Luis, AZ 85349
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. Promoting school readiness by preparing children and families for school and life success as it relates to this position.
Initial employment physical and TB test or Chest X-ray, Tdap vaccination, a valid Arizona Driver's License 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. 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. Must obtain Food Handler’s card upon hire.
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). Data entry experience is required; plus working knowledge of computer, word and data processing, and use of computer software (MS WORD, MS EXCEL, MS Outlook, MS ACCESS, etc.) and ability to navigate through internet is required. Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start 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, 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, 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 COPA 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 center’s 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 COPA entry.
Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
Record classroom attendance in COPA 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 (PCC, HUB, and staff) if needed or applicable.
Attend training, Pre-Service, In-service, and conferences as appropriate to the position.
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 50 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.
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