What are the responsibilities and job description for the Office Manager position at CENTRO DE LA FAMILIA DE UTAH?

Job Description

Description :

Job Posting : Office Manager

Are you passionate about creating an organized, welcoming, and efficient environment that supports children, families, and staff? Join our team as an Office Manager at our Head Start center, where you'll play a vital role in ensuring smooth operations and fostering a collaborative and child-focused culture.

Key Responsibilities

Administrative and Office Support

Provide administrative assistance for center operations, adhering to organizational policies and Head Start standards.
Maintain front desk coverage to ensure a welcoming and professional atmosphere.
Update and manage the center’s SharePoint calendar to reflect activities and closures.
Record and distribute minutes from meetings and coordinate events, training, and office functions.

In-Kind Contributions

Facilitate and track parent volunteer activities, including hours and in-kind documentation.

Maintain a database of community partners and their services.

CACFP (Child and Adult Care Food Program)

Manage compliance with program guidelines, including organizing sign-in sheets, menus, receipts, and USDA documentation.

Strictly adhering to CACFP (Child and Adult Care Food Program) rules, ensuring sanitation during mealtimes and following guidelines for family-style meal service.

Safety and Supervision

Conduct active supervision audits and playground safety checks.

Coordinate bus evacuation drills and manage building security, maintenance, and repairs.

Regularly inspect and ensure adherence to safety protocols.

Actively supervise and engage with children, ensuring their safety and well-being, and working closely with teachers.

Human Resources and Staffing

Support onboarding processes and maintain up-to-date employee certifications and licenses.

Ensure timely reporting of workers’ compensation cases.

Procurement and Financial Reporting

Oversee procurement processes, credit card usage, and month-end financial reports.

Train staff on procurement procedures and ensure cost-effective purchasing.

Data Management and Reporting

Monitor child attendance and compliance in C-FIT.

Maintain the center calendar for planned and unplanned closures.

Record in-kind contributions and ensure accurate documentation.

Compliance and Documentation

Conduct and document inspections (e.g., fire drills, health and safety checks).

Support grant applications, community assessments, and surveys.

Requirements :

High school diploma or associate degree (or higher) in administration, management, or related field.

Bilingual in Spanish and English strongly recommended.

Ability to lift up to 50 lbs. and perform physical activities associated with preschool administration.

Required Skills

Strong attention to detail and multitasking abilities.

Commitment to child safety, parent engagement, and fostering a collaborative team culture.

Proficiency in administrative tools and compliance management.

Why Join Us?

Be part of a mission-driven organization dedicated to empowering families and nurturing the growth of children in underserved communities. Our team values professional growth, inclusivity, and making a meaningful difference in the lives of others.

Apply today and help us build a brighter future for children and families!

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