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Job Details

Job ID: 5410229

Job Description

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 the UCSD Actions of Excellence (https://drive.google.com/file/d/1sXPsFRue3TUnwGLKrw5M7C6NUqlmJPsK/view?usp=sharing) to gain an understanding of the expectations for UCSD employees.

QUALIFICATIONS -

(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities

+ Proficiency in standard office equipment (computer, printer, scanner, copier, fax, etc.).

+ Strong verbal and written communication skills for professional interaction and correspondence.

+ Ability to create, format, and edit clear and professional documents.

+ Strong organizational skills with the ability to multitask and meet deadlines.

+ Customer service-oriented with a positive approach to interactions.

+ Ability to manage and maintain databases accurately.

+ Experience with billing, payment processing, or basic bookkeeping required.

+ Self-directed with good judgment and decision-making abilities.

+ Strong attention to detail, especially in billing and recordkeeping.

+ Ability to work independently and as part of a collaborative team.

+ Compassionate, child- and family-focused demeanor.

+ Discretion and professionalism when handling sensitive or confidential information.

+ Experience with HHS billing and recordkeeping or child care assistance programs is required.

+ Strong knowledge of state child care licensing regulations.

+ Proficiency with Google Workspace and ability to learn additional applications.

+ Strong project management skills to track multiple tasks and deadlines.

Education

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

Experience

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

Equipment

+ 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.

+ Serve as a receptionist, greeting visitors professionally and directing them appropriately.

+ Maintain a log of calls, messages, meetings, and appointments.

+ Sort, distribute, and manage incoming mail.

+ Draft, edit, and format correspondence, memos, agendas, and flyers.

+ Maintain organized office files for programs and administrators.

+ Maintain up-to-date student records including enrollment forms, emergency contacts, immunizations, health documentation, and attendance logs.

+ Process and manage all tuition and fee billing for preschool and before/after care programs.

+ Maintain accurate payment records and generate invoices and receipts.

+ Manage HHS billing for families receiving child care subsidies or assistance.

+ Submit required attendance, billing, and documentation to HHS systems.

+ Monitor approval status, co-pays, and reimbursement timelines.

+ Communicate with families regarding HHS subsidy paperwork, renewals, and compliance requirements.

+ Follow up on outstanding balances and coordinate payment plans when needed.

+ Assist in enrollment and registration processes for preschool and before and after school child care programs.

+ Flexibility in working hours may be required during registration times (i.e, preschool preregistration, summer registration, before and after school registration).

+ Coordinate and manage printing services for instructional materials.

+ Communicate with building and program personnel regarding deliveries and logistics.

+ Provide administrative support for special projects and district initiatives.

+ Assist in preparing reports, presentations, and materials for meetings and training sessions.

+ Work closely with translators to help families with registration and required paperwork.

+ Maintain a reliable attendance record.

+ Maintain confidentiality.

+ Other duties as assigned.

SUPERVISION OF OTHERS -

+ None

PHYSICAL REQUIREMENTS -

+ Repetitious bending, lifting, and hand movement.

+ Ability to work while standing, moving and/or walking.

+ Drug, tobacco, and alcohol-free while working.

+ Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.

+ Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS -

+ Majority of work is performed in an office or school setting.

+ Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

TERMS OF EMPLOYMENT -

+ At-Will Employee

+ 12-Month Letter of Assignment

+ Per Board Policies and administrative guidelines

+ Performance evaluated annually

Position Type: Full-Time

Job Categories:

Support Staff, Administrative Assistant

Support Staff, Receptionist

Support Staff, Secretary

Salary: $20.96 Per Hour

Equal Opportunity Employer

All employers submitting a job opening for posting on the Teach Iowa system will not discriminate in hiring on the basis of race, ethnicity, national origin, gender, age, physical disability, sexual orientation, gender identity, religion, marital status, or status as a veteran. A bona fide religious institution may choose to exercise the allowances in Iowa Code section 216.6.(6)d. Employers may have additional developed specific equal employment opportunity policies and procedures; please check with employers.

Job Requirements

Citizenship, residency or work visa required

Contact Information

Ashley Myers, Preschool Director

District-Wide

Phone: 515-457-5854

Email: [email protected]