Center Office Manager - Clovis, NM
Chicanos Por La Causa, Inc Clovis, NM
- Posted: over a month ago
Job Description: Clovis, NM PRIMARY FUNCTIONSThe Center Office Support Specialist provides high-level administrative and staff support to the center operations consistent with the Head Start Performance Standards, Chicanos Por La Causa, Inc. (“CPLC, Inc.”) policies and procedures, and Child and Adult Care Food Program (“CACFP”) at the State and Federal United States Department of Agriculture (“USDA”) program requirements, policies and procedures. Promotes school readiness by preparing children and families for school and life success as it relates to this position. Actively supervise children by sight and sound at all times and in all environments. Maintain all health and safety regulations to create an optimum learning environment. Facilitate health practices to keep children safe in the school bus, outdoor and indoor environments. SPECIALIZATIONSInitial employment physical and TB test or Chest X-ray, Tdap vaccination, a valid Texas Driver's License for Centers located in Texas and vehicle insurance are required. For centers located in New Mexico, the successful hire must have a valid New Mexico Driver's License and vehicle insurance are required. Must pass a criminal background check to include a Child Abuse and Neglect register check and level one fingerprint clearance card. Applicant must obtain Food Handler’s card upon hire and must be First-Aid and CPR certified or obtain certification within the first 6 months of employment. Must be able to type 45-50 words per minutes. MINIMUM QUALIFICATIONSHigh School/GED, 2 years of progressively more responsible experience in successful office operations and management is required, and knowledge of the CACFP program requirements. Must have basic knowledge of modern office methods and procedures, filing and telephone etiquette, as well as English and Spanish usage, spelling, grammar, and punctuation. Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision. Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority. Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system). Use of computer, projection equipment, computer software programs (e.g. Microsoft Office, Adobe, Excel, Outlook, Teams, Zoom, and Power Point) and web-based systems are required. Familiarity with Personnel Policies and Procedures, Accounts Payables and Receivables, Head Start Program Performance Standards, Daycare Licensing, and CACFP program requirements at the State and Federal (“USDA”) level Bilingual English/Spanish required. JOB RESPONSIBILITIES AND COMPETENCIESOrganize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables and computer processing.Maintain center personnel files, ensure required documents and functions are performed and updated on a monthly basis in order to comply with Licensing requirements.Update or revise data collection tools including Early Child Development (“ECD”) ChildPlus record keeping system such as Empower, ECD calendars, CACFP State and Federal (USDA) reports and monthly center newsletter.Maintain center petty cash account and submit petty cash reports monthly.Assist with establishing and maintaining ECD ChildPlus and CACFP record keeping for children/families, staff, and volunteers.Collect and submit any employee changes/updates (education, insurance, tax changes, credentials, direct deposit etc.) to CPLC, Inc. Human Resource (“HR”) Department and/or Finance Department.Organize/schedule staff meetings and trainings, prepare agendas, take minutes and assist with other meeting logistics as appropriate.Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.Provide assistance in training sessions for center staff on administrative forms and processes, such as Empower, time and attendance corrections, HR Forms, and CACFP forms.Function as the center designee for communication and disseminating information within ECD administrative offices, CPLC, Inc. corporate office and the community as appropriate.Maintain the center’s Media Resource Library (Lending Library currently maintained by Floater Teachers, may vary by site).Manage the inventory, cataloging and distribution of media materials.Maintain and coordinate center supply and equipment inventory.Facilitate collection and submission of orders for center supplies while following center budget.Maintain center in-kind collection and ChildPlus entry.Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.Record classroom attendance in ChildPlus on a weekly basis.Collect weekly food and non-food purchase receipts/invoices, and employee Time Distribution for employees budgeted in the CACFP for monthly submission of CACFP claim for reimbursement and submit to Center Service Manager (“CSM”) and Nutrition Coordinator. Review and analyze each MSHS eligible child(s) annual enrollment packet to ensure all forms are complete and accurate prior to end of month. Enrollment Packet for CACFP include:Annual Enrollment FormParent Acknowledgment Form to include RemoteInfant Nutrition ScreeningCACFP Feeding Infant Preference FormChild Nutrition ScreeningParent Infant and /or Toddler Preschool Menu to include RemoteParent Notification Building for the Future WIC informationCACFP Meal Benefit Income Eligibility Form (Child Care) CACFP Letter to Household Form H1625-ACivil Rightsand Statement of Child enrolled in Head Start (Internal Form)Create and maintain a roster of CACFP/Head Start participants on a monthly basis.Monitor, review, and analyze CACFP menus and Daily Meal Production Records inclusive of infants, as applicable, to determine forms are complete and accurate in accordance to CACFP programMonitor, review, analyze and reconcile on a weekly basis Daily Meal Count and Attendance records in accordance to CACFP program requirements and regulations.Complete monthly reconcile CACFP report of Daily Meal Count and Attendance records, which is cross-checked with Enrollment records for each participant and Daily Meal Production Record.Data enter Daily Meal Count and Attendance Record to Child Plus and CACFP Excel spreadsheet.Monitor, review that all required Child Care Food public notices are posted including the Civil Rights poster and Building for the Future Flyer.Monitor, review and ensure an Individual Health Nutrition Care Plan (“IHNCP”) is completed for a participant with special needs or disability to ensure menu modifications are followed appropriately.Review, monitor and analyze infant food and non-food inventory, transfers, dispositions, donations, inventory on a monthly basis.Complete annual food and non-food inventory.Prepare and submit monthly claim for reimbursement in accordance to CACFP program requirements and regulation and submit to CSM within five working days from last day of the preceding month. Demonstrate awareness and sensitivity to cultural issues and community practices of low income and At-Risk families, including dual language speakers.Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meeting and conferences to include CACFP.Perform other duties as requested by immediate supervisor necessary to carry out the administrative/programmatic activities necessary to fulfill the goals and objectives of CPLC, Inc. ECD. JOB DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee frequently is required to sit and use hands along with fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, bending at the waist crouch or crawl. The employee must frequently lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision. Must be able to travel statewide as needed. Able to present operational information to personnel at all levels. Must be highly organized, able to work under pressure, meet deadlines and handle multiple tasks. CONTINUOUS EDUCATIONEmployee will be expected to participate in continuous learning, competency building and maintenance of competency skills. TYPICAL WORKING CONDITIONSWork is performed in structured environments. The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ACCOUNTABILITYReports to and is supervised directly by the Center Service Manager. Employee is also accountable for understanding and complying with CPLC policies and procedures. Company Description: The right candidate will also be highly aligned to our overall organizational culture as well as the ability to work seamlessly within the team. What can you expect? Making a difference in our community, opportunities to grow and learn with the organization/team, and the feeling of family which is core to our culture.
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