Job description

Extended Child Care Coalition of Sonoma County is actively seeking qualified candidates for the position of Office Manager.

About Extended Child Care Coalition

Since 1978, Extended Child Care has provided high quality before school, after school and summer programs on elementary school campuses in Sonoma County. ECC currently operates programs on seven elementary campuses in the Wright, Mark West and Windsor school districts serving over 400 children. Extended Child Care is committed to assisting each school-age child in obtaining life skills by providing quality, year-round learning programs while supporting families and school districts.

Job Description

The Extended Child Care Coalition of Sonoma County is actively seeking exceptional individuals for the position of Office Manager. Under the supervision of the Executive Director, the Office Manager is responsible for the management of the Extended Child Care business office on a day-to-day basis and directly supervises the office team. The successful candidate will be a hands-on and participative manager. This is a tremendous opportunity for an administration leader to join a mission driven nonprofit agency that makes a positive impact on the lives and children and families

Responsibilities

Personnel Supervision

· Office Manager is the direct supervisor of the Administrative Assistant for Billing & Collection, Secretary, Subsidized Case Manager, and any other office help, providing them with regular work schedules, work assignments, daily supervision and will be their first resource for all work duties.

· Office Manager is the “team leader” for all duties related to enrollment, attendance and wait lists. This team will meet on a regular basis to ensure the timely completion of all related duties.

· Office Manager will work with Executive Director and Fiscal Manager to plan and monitor office related budget expenses.

· Office Manager will ensure that work schedules are adhered to, timesheets are completed accurately, and coordinate all time off requests for office staff.

· Office Manager will ensure that workplace safety practices are always adhered to in the office. Office Manager will manage all Worker’s Compensation claims for the office staff in coordination with the Bookkeeper.

Agency Administration

· Oversee all agencies waiting lists, including additions, drops, notices, advertisements, and changes.

· Responsible for all agency enrollments, including notices, group enrollments and individual appointments.

· Ensure that all enrolled families have an active, up to date family file in the central office and at the program sites. Office Manager will oversee the maintenance of this system by the office team.

· Oversee a system that ensures that all child attendance is monitored on a weekly basis and that this information is prepared for all reports and planning meetings. This system will include attendance auditing.

· Ensure that an adequate enrollment packet is prepared and ready for all parent enrollments on a timely basis.

· Ensure that center staff have all the information and help necessary for them to perform all necessary tasks involving new enrollments, attendance and other record keeping.

· Oversee implementation of parent fees and ensures communication with parents.

· Responsible for all office equipment maintenance including all computers in the office. Will be the agency’s representative with all businesses providing office equipment services, computer, and computer program services for the office.

· Manage the agency database which includes parent and billing information.

· Coordinate the annual agency audit with the Bookkeeper, Fiscal Manger, and the auditor.

· Oversee annual parent application process for Child and Adult Food program as well as works with Director of Talent & Quality Initiatives to summarize and finalize the process.

· Perform all duties necessary for the successful operation of the agency as requested by the Executive Director.

Record Keeping

· Office Manager will maintain data on all information necessary for the successful operation of the agency such as parent surveys, school information etc.

· Office Manager will complete all necessary information for state reporting and ensure reports are filed as required.

Minimum Requirements

Any combination equivalent to experience or education that could likely provide the required knowledge and abilities listed above.

· AA degree or bachelor’s preferred or combination of education and experience supervising others in an office environment.

· Minimum five years of experience in childcare, education, or related industry to include the billing, office management, and customer relations.

· Minimum three years of supervisory experience to include training and supervising staff.

· Must have good oral and written communication skills along with a high level of organization, problem solving and ability to work as part of a team.

· Proficient with software programs including Microsoft Office, Google Docs, DocuSign, Zoom

· Commitment to shared decision making and teamwork

· Experience handling highly sensitive data and information like client records, and organization announcement not yet public

· Background Check

· Valid California Driver’s License

Desirable Qualifications

· Knowledge of California Department of Education and the Department of Social Services Child Development funding and programs

· Advanced computer skills

· Self-driven to learn

· Bilingual in English and Spanish

Physical Demands

• Must be able to clearly communicate verbally

• Must be able to do phone or computer work for blocks of time. Must be able to lift and move paperwork and files, up to 20 pounds.

• Regularly required to sit, use hands to move objects, operate keyboard, reach with hands and arms, stoop, kneel, crouch, speak and hear

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation & Benefits

Extended Child Care Coalition offers a competitive salary and benefits package to our employees.

The Office Manager is a full-time, exempt position with an annual salary of $70,000. The benefits package includes:

• 401K Plan with Employer Match
• Paid Time Off for illness/vacation
• 529 Plan
• Health/dental/vision coverage
• Long Term Disability and Life insurance
• Holiday pay
• In-service training and professional development
• Free School-age childcare for employee's children
• Supervision and support network

To Apply

Review our website www.extcc.orgto ensure that our mission and services are a good match for you. Interested candidates should send a cover letter, resume, and two letters of recommendation with the subject line: Office Manager, (first initial and last name). Email address to send information to will be given once you apply through Indeed. No phone calls, please.

Position will remain open until filled.

Extended Child Care Coalition is an equal opportunity employer and prohibits discrimination based on race, religion, gender, or sexual preference.

Job Type: Full-time

Pay: $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Santa Rosa, CA 95403: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Office experience: 3 years (Required)
• Supervising experience: 3 years (Required)

Work Location: One location

blackflymedia.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blackflymedia.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, blackflymedia.com is the ideal place to find your next job.