What are the responsibilities and job description for the ECE Administrative Assistant (BW) position at Jewish Community Center of San Francisco?
The Brotherhood Way Administrative Assistant provides administrative support for the preschool site and its management team, support for parents, teachers, and other staff, and handles all preschool administrative responsibilities.
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 parents, staff, outside contractors and government agencies
- Maintain office supplies, some 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 parents regarding children who are out sick or on vacation and inform staff
- Generate daily sign in/out sheets
- 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 key departments to ensure that all maintenance and IT needs are handled
- Attend on-site parent events, including weekly Shabbat celebration and other holiday/milestone/social events.
- Meet weekly with the Site Director to identify and set priorities and deadlines
- Support/assist with all-school events and celebrations
- Manage ECE Online to ensure all pages have accurate information and are updated frequently
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 Brotherhood Way Preschool as well as the greater ECE program and the JCCSF as a whole
- Provide a warm and welcoming environment and impart a friendly and supportive presence in the preschool office
- Greet and assist parents, children, and staff when they need administrative assistance
Admissions and Enrollment
- 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 flies to ensure that all required forms are up to date and on file in accordance with California Licensing Requirements
- Update, maintain, and distribute if necessary: Parent Roster, Staff Roster, class list and school calendars
- Maintain group lists in preschool program
- Support admissions process as requested
Staff
- Organize and maintain files in accordance with state licensing requirements; send appropriate documents to the licensing office when there are staff changes
- Ensure staff have up to date transcripts and keep up to date spreadsheet of renewal dates and ECE unit information
- Ensure all staff are fingerprinted via Livescan
- Collect and manage all appropriate paperwork in collaboration with ECE Office and HR for new, ongoing, 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 JCCSF employment policies and work with HR as needed
- If needed, support staff coverage by relaying messages when staff are absent and providing classroom coverage
- Arrange for class field trip transportation and permission slips if needed
- Support staff members with questions regarding policies, requirements, and governmental regulations
Payroll
- Track and maintain staff payroll by monitoring employee hours in preparation for final processing of payroll
- Keep Site Director informed of any staff inconsistencies with time swipes or attendance concerns
- Track staff sick days, vacation, and absent days on spreadsheet; collect doctor notes or any other documentation needed for staff time off
- Review timecards for missing data and reach out to staff for corrections
- Prepare timecards for Site Director's approval
Financial
- Handle processing of petty cash receipts and payment of invoices, generate reasonable procedure for staff cash reimbursement
- Submit payment requests and invoices to the accounting department
- Coordinate with the 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 parents
- Process and maintain staff licensing forms and files
- Submit required information to the Department of Social Services
- Work in collaboration with the Facilities Dept. and Security Dept. to make sure al 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 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
- Other duties as assigned
REQUIREMENTS
- Excellent computer skills; with expertise in Excel and web-page production; 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.
- Ability to work with discretion and warmth with parents, children, and staff.
- Preferred previous work in an early childhood or school environment.
- ECE units or course
- work in early childhood development a plus
WORKING CONDITIONS
All work to be performed on-site at the preschool. Working conditions are typical of an office environment, with some occasional work in the preschool's classrooms and outdoor spaces. Ongoing, frequent contact with parents, children, and staff members throughout the workday.
PHYSICAL REQIREMENTS
Position requires seated or standing use of a computer throughout the day. May be required to lift or carry children in the event of an emergency.
STATUS
Benefited, non-exempt, collective bargaining position
COLLECTIVE BARGAINING UNIT CLASSIFICATION
Admin 3
HOURS
40 hours/week
SCHEDULE
Monday - Friday
