2 Preschool Administrative Assistant - Rosenberg Site Jobs in San Francisco, CA

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Preschool Administrative Assistant - Rosenberg Site

Jewish Community Center of San Francisco

San Francisco, CA | Part Time

$50k-63k (estimate)

7 Days Ago

Preschool Administrative Assistant - Rosenberg Site

JCCSF

San Francisco, CA | Full Time

$50k-63k (estimate)

2 Weeks Ago

Preschool Administrative Assistant - Rosenberg Site

$50k-63k (estimate)

Part Time 7 Days Ago

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Jewish Community Center of San Francisco is Hiring a Preschool Administrative Assistant - Rosenberg Site Near San Francisco, CA

SALARY RANGE

$25.79 - $26.67 per hour

The Preschool Administrative Assistant provides administrative support to the school management team. This position provides support and information to families, staff, and contractors, and maintains the school’s technology systems, licensing compliance, and enrollment administrative duties.

RESPONSIBILITIES:

Daily Operations

Manage the preschool office including reception, phone communications, mail distribution, photocopying, ordering supplies, and handling correspondence by phone, mail, email and fax
Communicate with families, staff, administrators, outside contractors and government agencies
Maintain office supplies, program supplies, food for preschool, and cleaning and maintenance supplies; place orders for these items on a routine basis ensuring basic items are always in stock
Receive calls from families regarding children who are out sick or on vacation and inform staff
Provide teachers with copies of student documents that need to be kept in the classroom or fieldtrip backpacks. These include emergency and medical release forms and pick-up authorizations.
Work in collaboration with departments at JCCSF to ensure that all IT, maintenance and accounting is handled in a timely manner
Meet weekly with site admin team to identify and set priorities and deadlines
Support in the organization of all-school events and celebrations
Partner with Assistant Site Director to manage online platform for school communication, offer support and guidance for teachers and families
Attend Rosenberg staff meetings and trainings are requested
Support general organization and cleanliness of common spaces

Customer Service and Information

Respond appropriately to inquiries and requests from the public, school families, and JCCSF staff members and forward inquiries and requests to the appropriate person when necessary
Maintain working knowledge of the Rosenberg Early Childhood Center as well as the greater JCCSF ECE program and other JCCSF programs
Provide a warm and welcoming environment and impart a friendly and supportive presence in the preschool office
Greet and assist families, children and staff when they need assistance

Admissions and Enrollment

Partner with Director during admissions process, from tour season to enrollment season.
Schedule and track tours for interested families
Input and maintain student and family records into Salesforce
Support our wiki database by working with Business Systems to ensure quality
Process all forms for incoming and existing students
Maintain and update student files to ensure that all required forms are up to date and on file in accordance with California Licensing Requirements
Update and maintain and distribute rosters and calendars
Maintain group lists in preschool program

Staff

Organize and maintain files in accordance with state licensing requirements; send appropriate documents to licensing office when there are staff changes
Ensure staff’s transcripts and permits are up to date, keep dates on spreadsheet
Ensure all staff are fingerprinted via Livescan
Collect and manage all appropriate paperwork in collaboration with ECE Office and HR for new, present and departing staff members; ensure all forms are up to date via licensing requirements
Interact respectfully with staff and in a timely fashion, ensuring no interruption of teachers’ work with children
Understand the JCCSF staff handbook and Union CBA; contact the JCCSF HR staff if there are questions
Support staff members with questions regarding policies, requirements and governmental regulations
Support teachers in planning for class field trips
Coordinate parking passes with and for staff
Assist Assistant Site Director in completing CA Permit Applications for teachers

Payroll

Maintain a strong understanding of the payroll software system
Track and maintain staff payroll by monitoring employee hours
Keep Site Director informed of any staff inconsistencies with time swipes or consistencies in tardiness
Collect doctor notes or any other documentation needed for staff time off
Ask staff members to provide missing information and corrections that apply to their own timecards
Let the director know when the timecards are ready for the director’s final processing and approval

Financial

Handle processing of cash receipts and payment of invoices and credit card
Submit check requests and invoices to accounting department
Coordinate with Site Director monthly to discuss budget variances and forecasts
Support coordination of billing when necessary and resolve any billing issues with the accounting department

Health, Safety and Licensing

Assist with processing of all requests from licensing and generate state mandated health reports and surveys
Maintain and update licensing bulletin board for families
Process and maintain staff licensing forms and files
Work in collaboration with the Facilities Dept. and Security Dept. to make sure all procedures are followed in the preschool for the safety of the program
Update Earthquake Kit/Emergency Supplies yearly
Update Emergency/Field Trip backpacks twice yearly
Maintain supplies in all first aid kits in the preschool
Manage, distribute updated list of children’s diagnosed allergies, epi pen requirements, inhalers or any other medical issue
Assist in processing of new and departing employees with security badges
Manage records of children’s medicine and create and maintain space for children’s medicine and medicine records

Other duties:

Support the Assistant Site Director with Kindergarten Application Process as needed
Other duties as assigned by the Site Director or Chief Program Officer, Family Life

REQUIREMENTS:

1 – 3 work experience in an administrative capacity; previous work in early childhood or a school environment preferred
Excellent computer skills; with expertise in Microsoft 365; familiarity with Salesforce a plus
Excellent customer service, communication and writing skills
Excellent organization, multi-tasking and time management skills
Ability to create and maintain deadlines
Discretion and attention to confidentiality are essential
Ability to interact professionally and warmly with a diverse population of families, children and staff

WORKING CONDITIONS

Working conditions are typical of an office environment. Work is conducted onsite in the administrative office of a busy preschool. Work involves ongoing, frequent contact with families, children, and staff.

PHYSICAL REQUIREMENTS

Position requires seated or standing use of a computer throughout the day. Ability to lift and carry weights of up to 25 pounds.

STATUS

Benefited, non-exempt, collective bargaining position

COLLECTIVE BARGAINING CLASSIFICATION

Admin 3

HOURS/SCHEDULE

20 – 25 hours/week, Monday - Friday