A Front Office Assistant greets people in an office, handles calls, and provides administrative assistance for the office. Organizes files and assists with record keeping and data base management. Manages office mail, email and text correspondence. Greets visitors, clients, patients or vendors who come to an office. Answers phone calls and directs inquiries to other staff.
The Front Office Assistant serves as the first point of contact for families, visitors, and staff, providing exceptional customer service while supporting the daily administrative operations of the childcare center. This position is responsible for managing front office activities, maintaining accurate records, assisting with enrollment and attendance, and ensuring compliance with Montana childcare licensing requirements and center policies. The ideal candidate is organized, professional, detail-oriented, and enjoys working in a family-focused environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Greet and assist parents, children, visitors, and vendors in a friendly and professional manner. Answer and direct incoming phone calls, emails, and other communications. Manage daily sign-in/sign-out procedures and monitor visitor access. Maintain staff files, children's enrollment files, attendance records, and other administrative documentation. Assist families with enrollment paperwork and provide information regarding center programs and policies. Support billing processes, payment collection, and receipts. Order and maintain office supplies and administrative materials. Prepare correspondence, reports, newsletters, and other documents as needed. Schedule appointments, tours, and meetings for the Center Director. Maintain confidentiality of children's, families', and employees' records in accordance with applicable privacy requirements. Assist with maintaining records required for Montana childcare licensing compliance. Coordinate communication between families, classroom staff, and administration. Support staff with clerical duties including copying, filing, scanning, and data entry. Help organize special events, family activities, and center functions. Respond calmly and appropriately during emergencies by following established center procedures. Perform other administrative duties as assigned.
QUALIFICATIONS
High school diploma or equivalent. Previous experience in an administrative, receptionist, customer service, or office support role. Strong computer skills, including Microsoft Office and email applications. Excellent verbal and written communication skills. Strong organizational skills with attention to detail. Ability to multitask and prioritize responsibilities in a fast-paced environment. Professional appearance and positive customer service attitude. Ability to maintain confidentiality.
PREFERRED
Experience working in a childcare, preschool, educational, or healthcare setting. Familiarity with childcare management software. Knowledge of Montana childcare licensing requirements and administrative recordkeeping. Physical Requirements Sit, stand, and walk throughout the workday. Occasionally lift up to 25 pounds. Use standard office equipment, including computers, printers, telephones, and copiers. Occasionally assist with classroom or facility needs as requested.
Requirements:
WORK ENVIRONMENT
This position works primarily in a licensed childcare center office with frequent interaction with children, families, staff, and visitors. The environment is active, fast-paced, and requires flexibility, professionalism, and teamwork.
REQUIRED BACKGROUND CHECKS AND COMPLIANCE
Employment is contingent upon meeting all applicable Montana childcare licensing requirements, which may include: Successful completion of required background checks. Eligibility to work in a licensed childcare facility. Completion of required orientation and Trainings. Compliance with all center policies and state health and safety requirements. Key Competencies Customer Service Communication Organization and Time Management Attention to Detail Confidentiality Problem Solving Teamwork Professionalism Dependability Adaptability
