Administrative Assistant to Preschool & Adventuretime

JOB TITLE- Administrative Assistant to Preschool & Adventuretime

CLASSIFICATION-Classified

FLSA STATUS- Non-Exempt

IMMEDIATE SUPERVISOR- Director of Preschool & Coordinator of Adventuretime

RECEIVES GUIDANCE FROM- Director of Preschool Assistant Director of Preschool & Coordinator of Adventuretime

PURPOSE OF THE POSITION- To support the daily operations of the Preschool and Before/After School Child Care Program by providing administrative financial and compliance-related support. This role ensures smooth program functioning through accurate recordkeeping clear family communication and adherence to state regulations particularly those set by the Department of Health and Human Services (HHS) for child care billing and student records.

Please review theUCSD Actions of Excellenceto gain an understanding of the expectations for UCSD employees.

QUALIFICATIONS-
(Skills Knowledge Abilities Education Certification/Licensure Experience Equipment)

Skills Knowledge and Abilities

1. Proficiency in standard office equipment (computer printer scanner copier fax etc.).
2. Strong verbal and written communication skills for professional interaction and correspondence.
3. Ability to create format and edit clear and professional documents.
4. Strong organizational skills with the ability to multitask and meet deadlines.
5. Customer service-oriented with a positive approach to interactions.
6. Ability to manage and maintain databases accurately.
7. Experience with billing payment processing or basic bookkeeping required.
8. Self-directed with good judgment and decision-making abilities.
9. Strong attention to detail especially in billing and recordkeeping.
10. Ability to work independently and as part of a collaborative team.
11. Compassionate child- and family-focused demeanor.
12. Discretion and professionalism when handling sensitive or confidential information.
13. Experience with HHS billing and recordkeeping or child care assistance programs is required.
14. Strong knowledge of state child care licensing regulations.
15. Proficiency with Google Workspace and ability to learn additional applications.
16. Strong project management skills to track multiple tasks and deadlines.

Education

1. At least one year of specialized training beyond high school.

Experience

1. 3-5 years of experience as an executive secretary or office manager preferred.

Equipment

1. Proficiency in using office equipment including phones tablets laptops and scanners.

ESSENTIAL DUTIES AND RESPONSIBILITIES-

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

1. Serve as a receptionist greeting visitors professionally and directing them appropriately.
2. Maintain a log of calls messages meetings and appointments.
3. Sort distribute and manage incoming mail.
4. Draft edit and format correspondence memos agendas and flyers.
5. Maintain organized office files for programs and administrators.
6. Maintain up-to-date student records including enrollment forms emergency contacts immunizations health documentation and attendance logs.
7. Process and manage all tuition and fee billing for preschool and before/after care programs.
8. Maintain accurate payment records and generate invoices and receipts.
9. Manage HHS billing for families receiving child care subsidies or assistance.
10. Submit required attendance billing and documentation to HHS systems.
11. Monitor approval status co-pays and reimbursement timelines.
12. Communicate with families regarding HHS subsidy paperwork renewals and compliance requirements.
13. Follow up on outstanding balances and coordinate payment plans when needed.
14. Assist in enrollment and registration processes for preschool and before and after school child care programs.
15. Flexibility in working hours may be required during registration times (i.e preschool preregistration summer registration before and after school registration).
16. Coordinate and manage printing services for instructional materials.
17. Communicate with building and program personnel regarding deliveries and logistics.
18. Provide administrative support for special projects and district initiatives.
19. Assist in preparing reports presentations and materials for meetings and training sessions.
20. Work closely with translators to help families with registration and required paperwork.
21. Maintain a reliable attendance record.
22. Maintain confidentiality.
23. Other duties as assigned.

SUPERVISION OF OTHERS-

1. None

PHYSICAL REQUIREMENTS-

1. Repetitious bending lifting and hand movement.
2. Ability to work while standing moving and/or walking.
3. Drug tobacco and alcohol-free while working.
4. Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
5. Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS-

1. Majority of work is performed in an office or school setting.
2. Occasional exposure to body fluids fumes noise and hazardous materials and emergency situations.

TERMS OF EMPLOYMENT-

1. At-Will Employee
2. 12-Month Letter of Assignment
3. Per Board Policies and administrative guidelines
4. Performance evaluated annually

Required Experience:

IC