Childcare Administrative Assistant

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility.

The Childcare Administrative Assistant provides crucial administrative support to ensure smooth operation of childcare classrooms at two locations. Responsibilities will include managing office tasks, handling inquiries from parents, maintaining student records and files, managing third-party billing and assisting in classrooms when needed.

OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

• Manage childcare registrations in collaboration with Childcare Directors.
• Administer childcare billing processes, including registration procedures, utilizing Daxko to ensure accurate billing and monitor payment plans.
• Manage third-party billing with the following state agencies; CCAP, CDS, DHHS and reconciliation for eligible children, handling attendance changes and records.
• Generate weekly/monthly reports for childcare registration and billing, managing outstanding accounts receivable and collections.
• Perform general office duties, including filing, photocopying and data entry, maintaining accurate student records, ensuring confidentiality and compliance with state regulations.
• Assist with enrollment processes, including registration and paperwork for new students.
• Stay up to date on childcare policies, procedures and licensing requirements.
• Provide assistance to teachers and staff as needed, fostering collaborative and supportive work environment.
• Accept other duties as assigned from the Executive Director of Early Learning & Family Services or Childcare Directors.

LEADERSHIP COMPETENCIES:

Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fund-raising.

Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Takes initiative to assist in developing others.

Operational Effectiveness: Provides others with frameworks for making decisions. conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Shares new insight s. Facilitates change; models adaptability and an awareness of the Impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

• Understanding of basic accounting concepts and applications, including cash reconciliation, accounts receivable, and general bookkeeping procedures.
• Proficiency in standard business software Daxko, office machines, and Microsoft Office.
• Associate or bachelors degree in accounting or related field or equivalent, preferred but not required.
• CPR, first aid, AED certifications, and child abuse prevention training within 30 days of hire date.
• Fulfillment of state-specific hiring standards as outlined in the State of Maine Childcare Licensing Rules.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Understands the YMCA is a public accommodation committed to Inclusion and compliance with the Americans with Disabilities Act (ADA).

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Sufficient strength, agility and mobility to perform essential functions of position and to safely supervise children's activities.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• Ability to plan, lead and participate in a range of activities in a variety of outdoor/indoor settings.