Office Manager Job Description Job Title:

Office Manager Reports To:

Center Director Job Overview We are seeking a highly organized Preschool Office Manager to serve as our primary operational hub and lead daily administrative functions under the guidance of the Preschool Director. In this vital role, you will manage the front office, coordinate the full student enrollment process, maintain rigorous regulatory compliance for staff and student files, and handle multi-channel communications, agency reporting, and inventory management. The ideal candidate brings a proactive attitude, exceptional organizational skills, and a passion for creating a welcoming, efficient atmosphere for both staff and families. If you feel called by God to bring your organizational gifts to a nurturing, Christ-centered educational setting where your work directly supports the growth and spiritual foundation of young children and their families, we invite you to join our ministry.

Responsibilities:

Administrative and Clerical Support:

Welcome, greet, and assist parents, visitors, and vendors with kindness and professionalism. Answer and screen incoming phone calls, emails, and other correspondence efficiently. Distribute all internal communications through written notifications and updates across the preschool to maintain seamless operations. Complete weekly and monthly compliance reports, including CACFP meal counts and DSS subsidy voucher attendance records, and print monthly attendance and meal count sheets for each classroom. Design and distribute creative, professional newsletters, flyers, and event announcements. Manage the preschool's calendar for events, meetings, and activities.

Record Keeping & Compliance:

Update the Staff and Training Worksheet continuously throughout the year to monitor and meet all regulatory deadlines. Schedule new-hire orientations, track onboarding checklists, and set up training to ensure completion before deadlines. Ensure new hires link background screenings to Grace Preschool on the ABCMS provider portal. Track compliance deadlines. Monitor the worksheet regularly to prevent any lapses in training, developmental goals, and annual evaluations. Audit personnel files. Review staff records quarterly to ensure complete alignment with state regulations. Enforce training deadlines. Notify teaching staff of upcoming certificate expirations 60 days in advance. Maintain precise records of enrollment status, emergency contacts, pick-up list, and annual medical information both in files and on Brightwheel. Maintain physical and digital filing systems that guarantee data currency and strict confidentiality. Monitor, audit, and order necessary office and classroom supplies to prevent shortages. Fulfill weekly staff supply requests, order inventory as needed, and monitor monthly expenditures to stay strictly within budget. Schedule monthly virtual training sessions for staff and update records in the files. Work with maintenance staff cooperatively and put in timely maintenance orders. Coordinate with maintenance staff, submit timely building repair orders promptly, and track completion dates. Assist the Director in drafting board meeting agendas and taking official minutes during meetings. Provide general clerical and administrative support to the preschool Director and teaching staff. Complete and file monthly playground safety and emergency drills Review and file incident reports and maintain the log. Maintain oversight of the preschool, along with the Operational Manager Substitute in the Director's absence.

Enrollment and Engagement:

Respond to all inquiries promptly via email and phone calls. Assist with the registration and enrollment process for new and returning students. Verify that all incoming student registration packets are complete and fully compliant with state regulations. Meet with the Director monthly to analyze current enrollment, review class rosters, and predict upcoming student transitions based on age and development. Develop a proactive plan alongside the Director to keep the preschool operating at maximum enrollment capacity. Contact prospective parents and schedule tours strategically to align with upcoming projected classroom vacancies. Assist the Director in planning and implementing initiatives focused on long-term school growth and enrollment increases. Help build strong, positive, trust-based relationships with families by addressing inquiries professionally and promptly. Maintain an accurate, up-to-date waiting list and provide periodic status updates to parents who are waiting. Disseminate enrollment notifications and student move-up forms months in advance to give families and teachers ample preparation time. Provide a full-year calendar during fall enrollment and distribute monthly updates featuring holiday closures and special events. Assist the director with planning and organizing school-wide activities and events.

Tuition, Billing & Payroll:

Tuition and fees : Send out timely invoices for tuition, registration fees, and other preschool charges through Brightwheel. Payment processing : Accept and process various forms of payments and ensure all payments are deposited promptly and recorded accurately in the system. Alert the Director right away as soon as any family's tuition balance becomes past due. Accounts receivable : Provide the director with weekly reports of parents or guardians with overdue payments, apply late fees, and issue late notices. Fund management : Maintain records of purchase orders. Prepare all weekly reports for the financial bookkeepers.

Payroll :

Print bi-weekly time sheets by Wednesday of the week of payroll.

Expense and Budget Management:

Expense tracking : Meticulously record and categorize all of the preschool's expenditures, including supplies, utilities, and administrative costs. Review receipts for allowable purchases and complete the monthly

CACFP Cash Receipts and Disbursement Journal Deposit Report:

Pull, filter, and export a comprehensive log of all student payments processed online through Brightwheel for the previous calendar month to ensure accurate accounting and financial records. Budget support : Assist the preschool director with budget development and monitoring. This includes comparing actual spending against the budget to stay on track.

Record-keeping :

File and maintain organized financial records and receipts for the director's review.

Health, Safety, and Compliance:

Collect monthly Activity plans and Bible lessons from teachers Coordinate fire and emergency drills and support the Director in performing monthly drills to ensure 100% compliance with DCDEE safety standards. Monthly Assist the Director in facilitating emergency preparedness exercises, documenting evacuation times, and safety protocols for state licensing records. Assemble and maintain comprehensive emergency 'Go-Kits' containing essential medical supplies, medications, student rosters, and survival items. Help maintain a clean, organized, and safe office and reception area. Assist in the classroom to maintain student-teacher ratios or cover staff breaks as needed.

Kitchen :

Create weekly menus according to CACFP and State requirements, review and submit food orders, order weekly Walmart orders for delivery, review the weekly inventory checklist, and assist the preschool cook to ensure all menu items and supplies are available for daily food preparation. Review receipts for allowable purchases and complete the monthly CACFP Cash Receipts and Disbursement Journal Ensure CACFP food program and Health and Sanitation requirements are met in the files and in the kitchen.

Christian Faith and Doctrinal Alignment:

Must have a personal relationship with Jesus Christ and be a functioning member of a local church. Full agreement with and commitment to live by the Grace Community Church Statement of Faith, including a professional and moral life that models Christian principles. A commitment to serving in a Christ-centered environment and supporting the preschool's ministry and values.

Employee Practices:

Partner with the Director in creating a Christ-like environment in the office and throughout the preschool. Establish professional relationships and good communication with staff members and parents. Maintain professionalism and confidentiality regarding individual children, parents, and staff in all situations. Attend classes, workshops, and in-house training as outlined in the Personnel Manual.

Qualifications and Skills:

Experience:

A minimum of three years of experience in an office, administrative, or early childhood education setting is typically required.

Certifications:

Compliance with all state-required trainings and certifications for childcare. Well-versed in DCDEE State Rules and Regulations.

Education:

A high school diploma or equivalent is required. An associate's degree in early childhood education or a related field is preferred.

Financial Operations:

Direct experience with bookkeeping, budgeting, payroll processing, and vendor management.

Computer proficiency:

Proficient in Microsoft Office Suite (Word, Excel) and comfortable with general office software.

Communication:

Excellent written and verbal communication skills.

Interpersonal skills:

The ability to interact positively and professionally with children, parents, and staff.

Organizational skills:

Strong ability to manage multiple tasks, prioritize effectively, and maintain meticulous records.

Pay:

$18.00 - $20.00 per hour Expected hours: 40.0 per week

Benefits:

Employee discount Health savings account Paid time off Tuition reimbursement

Education:

High school or equivalent (Required)

Experience:

Administrative:

3 years (Required) Shift availability: Day Shift (Preferred)

Work Location:

In person