File Management Assistant Jobs in Wisconsin (NOW HIRING)

About This Role

We are seeking an organized, welcoming, and proactive Center Assistant to join our team at Center 7 in Ashland, WI. This is a part-year, 30-hour-per-week position specifically dedicated to supporting our Head Start (Preschoolers) operations. In this role, you will work closely with the Center Manager to handle administrative, health, safety, family engagement, and enrollment tasks, serving as a vital link between our toddler program and the families we serve.

Location: Center 7 – Ashland,WI

FLSA Status: Non-Exempt

Job Type: Regular, Part-Year

Job Schedule: Full-Time (30 hours per week)

Reports To: Center Manager

About Us

At Family Forum, Inc., we are dedicated to preparing children and their families for success through high-quality programming, family support, and wellness education, while fostering meaningful relationships. Our core values drive everything we do: Relationships, Empowerment, Trust, and Safety.

What You'll Do

Administrative & Data Support: Conduct database data entry, manage incoming/outgoing center mail, coordinate deliveries, and prepare purchase orders.

Attendance Tracking: Take and track center attendance daily; connect with families via phone regarding unexcused absences.

Communication Hub: Answer phone calls, direct inquiries to the appropriate staff, greet visitors, and manage the center's guest sign-in process.

Meeting Coordination: Document meeting minutes and maintain attendance records for all center meetings and staff trainings.

Head Start Family Engagement: Create and maintain the family communication board, coordinate parent meetings, and actively assist with the recruitment and enrollment of children and families.

File Management: Maintain and organize confidential child files according to agency lead sheets.

Safety & Compliance: Follow all emergency procedures and safety protocols. Adhere strictly to the agency's Standards of Conduct, maintaining high confidentiality and positive child guidance standards.

Requirements

Pre-Employment Screening Requirements:

• Must successfully pass a comprehensive criminal background check.
• Must successfully pass a pre-employment physical examination and health screening.

Qualifications

Education & Experience:

• High School Diploma required.
• Office Assistant certificate OR equivalent professional experience.
• Prior office/administrative experience required.
• Required to gain childcare courses to assist for breaks in classroom.

Certificates & Licenses:

• Valid driver’s license.
• Ability to complete 4 hours of continuing education yearly.

Physical Demands & Work Environment

• Environment: Varied settings including office environments. Noise levels range from quiet in the office to loud in childcare areas.
• Physical Requirements: Frequently (34–66% of the time) requires standing, walking, sitting, bending, grasping, lifting/carrying up to 50 lbs., and pushing/pulling up to 12 lbs. Occasionally (11–33% of the time) requires reaching, climbing, crawling, squatting, and kneeling.

Nice To Haves

• Active Wisconsin (WI) Registry account.
• Up-to-date certifications in OSHA, Civil Rights, Mandated Reporter, and Abusive Head Trauma (with a commitment to maintaining renewal timelines).
• Current Infant/Pediatric CPR certification.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Sick Leave
• Retirement Plan
• Professional Development

• Short Term Disability

  Additional Life insurance for children & spouse

  Accident Insurance

  HSA

  FSA

  EAP

  Critical Illness

  Wellness hours

About Us

Family Forum, Inc. is a private, non-profit corporation that provides programs for families in Ashland, Bayfield, Douglas, Iron, and Price Counties of Wisconsin.  The corporation is made up of a Governing Board who manage the affairs of the corporation through the Executive Director.  The programs provided by Family Forum, Inc. are Head Start / Early Head Start.

Mission Statement

We are dedicated to preparing children and their families for success; through high quality programming, family support and wellness education, while fostering meaningful relationships.

Our Vision

Partnering with families and communities to build school readiness for all children through passionately committed relationships that connect families to goal oriented outcomes.