Office Coordinator

Essential duties and responsibilities:

• This position consists of a great deal of data entry and management including but not limited to:
• Supports families with the completion of the enrollment packets, including the Meal Benefit Form and Child Development -9600 form.
• Enters family data in ChildPlus ®, and updatesEnsures files are kept up to date and confidential.
• Supports the certification and re-certification of enrollment of 83 families and recruitment of families to include establishing a healthy waitlist.
• Supports by gathering file documentation and handing it to the Program Director for review; this includes a copy of a child’s Individualized Education Plan/Individualized Family Service Plan prior to the child’s entry date to the program.
• Works with the Program Director to implement outreach activities.
• Prepares the Notice of Action with the guidance of the program director, to families at certification, re-certification and as needed per regulation.
• Supports the program director with providing resources to families.

Food Program Responsibilities

• Supports the Program Director with ordering of the children’s food/beverage and ensures food items are reimbursable.
• Supports kitchen staff as needed with putting food away as needed.

Office Responsibilities:

• Collects all invoices sent by vendors and submits them to the program director for review and approval.
• Updates resource file in the share drive/google docs to ensure all ECE staff have access to community resources.
• As needed, may support in the classroom and/or kitchen.
• Other duties as assigned.

Knowledge and Skills:

• Able to work with families who are under-represented under-served.
• Understanding and knowledge of the Boyle Heights culture and community being served. Shows empathy and understanding towards families.
• Attention to detail
• Demonstrates the ability to take on job responsibilities, exercises initiative, and contributes to a harmonious work environment.
• Able to work cooperatively and constructively with other adults.
• Good written and oral communication in English and Spanish.
• Excellent customer service skills; shows empathy and understanding towards families.
• Familiarity with the California Department of Education and California Department of Social Services Terms and Conditions; California Community Care Licensing regulations and the Child, Adult Care Food Program (CACFP).
• Familiarity with using the ChildPlus ®, Child Development Management Information System (CDMIS).
• Able to work using Microsoft applications and Google Docs.
• Office Skills

Physical abilities:

There may be instances where the individual will carry items weighing 15 – 20 lbs. Will at times twist at the waist, bend using knees, and reach overhead. Candidates will be on the computer approximately 85% of the time. If accommodations are needed, please notify human resources.

Education/ Experience:

Associate degree or higher in early childhood education, child development, business administration or related field; (or) five years of experience in office management and/or early childhood education

or

A high school diploma, with at least 12 units in early childhood education, child development or related field and remain enrolled in a post – secondary institution to show completion of further courses leading up to a degree.

Experience working with under-served communities and with families with a high needs and/or trauma.

Prior to hire, the following must be completed and proof of completion received by Proyecto Pastoral:

Clear criminal record with the Department of Justice and California Department of Social Services following a fingerprint screening.

Must have an expunged clear record even for prior minor infraction.

Successful completion of an initial health examination, performed by or under the supervision of a physician, to determine, at a minimum, if the prospective employee can perform the duties outlined in the position description.

Proof of the absence of Tuberculosis, from a physician, to show that the prospective employee is cleared to work with children and families.

Proof of the COVID-19, MMR and Tdap vaccines.

Proof of an up-to-date pediatric CPR/1st Aid and Health & Safety certificate for childcare, or

Obtain a certificate within the first 6 months of hire.

Use of an automobile with proper insurance coverage and valid California driver’s license.

Current identification card: Driver’s license, or valid identification card issued by the State of California or valid work visa.