Office Assistant-Little Glad Early Childhood (Edustaff)

Position Title: Office Assistant

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Department: Administration

Reports To: LGC Principal

Union Status: Non\-Bargaining

Hours: Approximately 40 hours per week (9\-5:30pm)\-Year round

Position Summary

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The Office Assistant provides administrative and operational support to ensure the efficient daily functioning of the childcare center. This role serves as the primary point of contact for families, staff, and external partners while maintaining accurate student and employee records, managing office systems, and supporting program compliance, enrollment, and financial documentation.

The Office Assistant performs a variety of clerical, communication, and data management tasks including maintaining enrollment records, managing schedules and attendance systems, coordinating program documentation, supporting regulatory compliance, and assisting with office operations.

Essential Duties and Responsibilities

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Front Office \& Customer Service

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• Greet and welcome children, parents, and visitors to the center each morning.
• Answer and manage a high volume of incoming phone calls and inquiries regarding programs, schedules, enrollment, and general information.
• Communicate messages between parents, teachers, and administrative staff.
• Provide enrollment information and respond to parent questions regarding program requirements and policies.
• Maintain family communication materials including calendars, announcements, and event information.

Student Records \& Enrollment Administration

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• Create and maintain student files including enrollment records, schedules, emergency contacts, and authorized pick\-up information.
• Ensure all required student documentation is complete and up to date, including health appraisals, immunization records, allergy documentation, and other compliance forms.
• Track enrollment data and maintain accurate classroom rosters and program schedules.
• Prepare enrollment packets and communicate required documentation to families prior to a child’s start date.
• Maintain spreadsheets tracking enrollment, attendance, and program capacity.

Data Management \& Systems Administration

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• Enter and maintain student and employee data in the ProCare system.
• Manage time\-tracking and attendance records for staff and students.
• Update tuition schedules and classroom rosters in internal databases and spreadsheets.
• Generate reports and maintain accurate records for administrative and regulatory purposes.

Compliance \& Documentation

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• Ensure all required licensing, health, and program documentation is properly maintained and accessible.
• Maintain records for health appraisals, medical alerts, allergies, and emergency information for each classroom.
• Monitor expiration dates for required health documentation and notify families when updates are needed.
• Maintain compliance documentation related to state programs such as GSRP and CACFP.

Administrative Support

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• Maintain staff directories and office documentation.
• Manage staff mailboxes and distribute forms and communications.
• Prepare weekly classroom materials including roll call sheets and program documentation.
• Maintain office forms used by staff and families, including incident reports, medical forms, and other administrative paperwork.
• Maintain office displays, informational boards, and compliance postings.

Financial \& Office Operations

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• Process weekly deposits including checks and cash payments from families.
• Maintain payment records and assist with financial reporting and documentation.
• Generate parent tax statements and financial reports as requested.
• Maintain inventory of office and classroom supplies and coordinate orders as needed.
• Coordinate with vendors for equipment or office supply needs.

Program \& Event Coordination

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• Assist with preparation and organization of program events such as graduation ceremonies.
• Coordinate materials, documentation, and supplies required for school events and classroom activities.
• Maintain calendars and communication materials related to program events and schedules.

Staff Support \& Records

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• Assist with onboarding administrative steps for new staff members including record entry and documentation tracking.
• Maintain staff information records and update personnel information in required systems.
• Track and maintain required staff documentation.

Required Qualifications

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• High school diploma or equivalent required.
• Associate degree in Business Administration, Office Administration, Early Childhood Education, or related field preferred.
• Minimum of 1–2 years of administrative or office support experience preferred.
• Experience with data entry, recordkeeping, and office management systems.
• Strong organizational and multitasking skills.

Knowledge, Skills, and Abilities

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• Excellent communication and customer service skills.
• Strong attention to detail and record accuracy.
• Ability to manage multiple administrative tasks in a fast\-paced environment.
• Proficiency in Microsoft Office and Google Workspace applications.
• Ability to maintain confidentiality of sensitive information.
• Strong problem\-solving and organizational skills.

Work Environment

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• Office environment within a childcare center.
• Frequent interaction with children, families, staff, and external partners.
• Requires extended periods of computer use and administrative work.

Equal Opportunity Statement

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Little Glad Early Childhood Center is committed to providing equal employment opportunities to all employees and applicants and does not discriminate based on race, color, religion, national origin, sex, age, disability, or any other protected status under applicable law.

Fowlerville Community Schools does not and shall not discriminate on the basis of race, color, national origin (ancestry), religion (creed), gender, gender expression, sexual orientation, marital status, disability or any other characteristic protected under applicable federal or state law in its programs and activities. Inquiries or complaints related to discrimination should be directed to: Director of Human Resources, Trisha Reed, Fowlerville Community Schools, 7677 Sharpe Road, Suite A, Fowlerville, MI 48836, (517\)223\-6018\.