Family Child Care Office Manager

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The Family Child Care (FCC) Office Manager is responsible for overseeing the day-to-day administrative functions of the FCC program. This includes managing backup arrangements for FCC Educators, coordinating training and certifications, maintaining office supplies, and ensuring smooth communication with parents and educators. The role also involves organizing and maintaining children's files, tracking medical paperwork, and supporting the enrollment process. The Office Manager ensures compliance with Department of Early Education and Care (DEEC) requirements, prepares necessary documentation and provides essential support for daily office operations. Strong organizational skills, attention to detail, and the ability to manage multiple tasks are key to success in this role.

Responsibilities (include but not limited to):

Administrative Support

• Answer phone calls and direct them to the appropriate parties.
• Receive and prepare outgoing mail.
• Provide daily office support as needed.
• Copy, file, upload and enter information in ELV for medical reports received; Send copies to educators.
• Copy, distribute, and collect DEEC parent evaluations annually, and prepare them for submission to DEEC.
• Maintain the FCC Educators time-off calendar; verify if flex-time will be used for any days closed and inform the Assistant Director.
• Maintain the Enrollment Board updated.
• Track IHPs and maintain updated information in ELV. Send updates to provides and request necessary updates.

FCC Educator Support

• Arrange backup for FCC educators as needed, notifying educators and the Transportation Coordinator. Send children's paperwork, make necessary changes in ELV, and collect and file backup forms.
• Prepare documents for educator's monthly meetings and send those not attended via bus, mail, or with home visitors.
• Maintain inventory of office supplies and forms for educators; reorder as necessary.
• Line up CPR and First Aid training for FCC educators; Register educators for CDC classes, send confirmations, and track monthly attendance for deductions.
• Call parents and educators from the payment list as needed.
• Prepare and send monthly medical notices to parents and educators.
• Follow up with parents and educators regarding missing medical paperwork and maintain records in Excel.

File Management and Data Entry

• Setup new children's files and prepare terminated files for storage (for all FCC slots).
• Prepare files for transfer to other programs.
• File reassessments paperwork in children's files.
• Prepare and label boxes for storage.

Program Enrollment and Coordination

• Verify new children's enrollment in the program and inform the Enrollment Coordinator.
• Maintain and track the IHCPs, ensuring updated information is in ELV and communicated with ELV and communicated with providers.

• High school diploma or equivalent required.
• Experience working in a fast-paced environment and managing multiple tasks simultaneously.
• Experience working with diverse populations and knowledge of child care licensing capacity requirements is highly desirable.
• Strong organizational skills with the ability to manage and prioritize a large volume of tasks.
• Excellent communication skills, both verbal and written, with a strong customer service orientation and experience.

Other requirements:

• Bilingual in English and Spanish
• Proficient in Excel and Microsoft Word, with a willingness to learn additional software.

The Community Group participates in the E-Verify program to determine the immigration and work-eligibility status of prospective employees. Please refer to the Notice of E-Verify Participation and the Right to Work documents for more information.

The Community Group is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.