Office Manager PT or FT - Daycare

Summary

We seek a dedicated and experienced Office Manager to support our faith-based center in providing exceptional services within our childcare center. The ideal candidate will possess a strong background in office management. This role requires developing financial strategies, overseeing tasks, meeting deadlines, and managing finances. We address the needs of children 6 weeks through 12 years old needing daycare or before and after-school care. This position offers an exciting opportunity to make a meaningful impact in the lives of children and families in our community while collaborating with a committed team dedicated to excellence in service delivery.

Duties

The Day Care Office Manager is responsible to:

• Receive, verify, and accurately enter invoices in the accounting program. Take charge of all tuition, co-payments, and receivable accounts. Receive all payments and maintain records of all accounts receivable. Enter correct tuition amounts per child and classroom, including all new enrollments. Keep track of delinquent accounts and send out weekly statements to ensure timely payment.
• Deposit payments and other collected funds weekly, including county voucher payments.
• Ensure that all voucher parents swipe in and out daily on the voucher tablet to ensure proper payments from the county. Filling out all missed correction forms. Make weekly calls to parents. Maintain the tap (payment) system software. Submit weekly attendance records. Ensure proper payments are received per classroom.
• Calculate wages and salaries for payroll for the church and daycare. Handle authorized deductions from employee paychecks. Ensure the timely and accurate disbursement of employee paychecks. Knowledge of payroll software. Transfer of funds into payroll accounts.
• Handle all tax preparation and planning, such as BWC.
• Provide information and support during payroll audits.
• Maintain all HR employee files. Keep accurate and up-to-date records of employee information. Calculate all vacation, sick, and personal time, including time off without pay, for all day care employees.
• Manage accounts payable and receivable. Ensure timely payments to vendors and track money owed to the daycare. Maintain accurate and organized records.
• Enter monthly claims and recordkeeping for government food programs.
• Reconcile bank statements to verify that all bank transactions match the accounting program records.
• Organize all financial transactions to ensure the accuracy and completeness of all financial statements. Ensure that accounting program entries align with financial statements. Run all profit and loss monthly, quarterly, and yearly statements.
• Generate various reports for the daycare committee.

To expand to a full-time position, please include:

• Onboard the new students and new hires. Collect all necessary information and set up profiles in the system.
• Support the Day Care Director as needed.
• Back up answering phones.
• Work with the Director to update the Parent handbook and the personnel policies as needed.
• Assist in welcoming visitors to the center and ensure their visit is pleasant and informative.
• Attend all meetings of the Daycare Committee to keep the committee informed about all the center’s financial reports.
• Review and support HR policies and procedures.
• Budget and forecast to develop financial plans for the yearly budget.

Requirements

QUALIFICATIONS:
The Day Care Office Manager position requirements include:
- A bachelor’s degree, or previous experience in business administration or a related field. Experience in an administrative or supervisory role is also highly valued.
- Strong in math and computer skills, such as QuickBooks and Excel.
- A mature individual with the ability to prioritize, to problem solve, and to use time management skills.
- Meet the requirements of City, County, and State licensing agencies.
- Fulfill the position’s responsibilities in accordance with the Center’s policies.
- A sensitive, caring, and financially responsible individual who relates well to adults and children.
- A professing Christian.

Nice To Haves

• A clean driving record to assist with busing students in urgent situations. Must pass a driving background check and take the necessary safety courses.
• Knowledge of upcoming changes to the OCCRRA program.
• Familiarity with the CACFP recordkeeping program.
• Comfort with QuickBooks, Excel, and Word.

Benefits

Salary negotiable.