Job description

Come Build a Brighter Professional Future at Oakland Family Services

Who We Are

Oakland Family Services offers a warm and engaging work environment that is led by our cultural values. Oakland Family Services is a private, non-profit human service organization serving the area and building brighter futures for 100 years. We offer a continuum of prevention, education and treatment services that span the human life cycle, enrich the lives of children, strengthen families, rebuild lives and builds brighter futures for those we serve and those we employ. We are a proud recipient of the Detroit Free Press Top Workplaces Award for the 8th consecutive year!

What’s In It For YOU?

Our Culture

• Cultural values that are clear and lived each day
• Peer-based staff recognition programs
• Annual staff celebration (awards and luncheon)
• Warm, supportive work environment
• Work/life balance and wellness initiatives
• Flexible work schedule/hybrid schedule where appropriate
• Clinical supervision
• Professional development to include paid trainings and leadership and succession opportunities
• Team oriented approach to work processes
• RISE – Employee Sponsored Task Force Committed to Diversity, Equity and Inclusion
• Commitment to open, honest and transparent communication
• Quarterly all staff lunch and/or meetings with the CEO
• Employee engagement initiatives (road rallies, employee appreciation events, staff recognition programs, food truck lunch-truck event, ice cream day, spirit weeks, logo wear webstore, bring your child to work day, chili cook off/bake off contests, and more)

Our Employee Benefits

• Three medical insurance plans to choose from (2 HMO’s and 1 PPO with Health Saving Account)
• Flexible Spending Accounts and HSA options*
• 403B Retirement Plan with a company match (immediate eligibility)
• Employer-paid Vision and Dental Insurance*
• Employer-paid Long-Term Disability*
• Voluntary Short-Term Disability Option*
• Generous Paid Time Off Benefits* to include vacation (10 prorated days of vacation time for new employees with increases starting after 2 years of employment) Sick (10 prorated days of paid sick leave), Personal Days (1 paid personal day off in addition to sick leave and vacation time), 11 paid bank holidays (in addition to sick leave, vacation time, and your personal day)
• Employer-paid Life Insurance and AD&D
• Employee Assistance Programs
• Verizon Cellular Plan Discount and other available discounts

*Applicable to regular, full time employees

About the Opportunity/Work

RESPONSIBILITIES/ESSENTIAL FUNCTIONS

The Early Childhood Education (ECE) Program Assistant is responsible for acquiring and maintaining current knowledge of the Children’s Learning Center, including admission and eligibility criteria; for inquires, tours and enrollments of potential families and children for childcare and preschool. The ECE Program Assistant will be responsible for providing administrative support to the centers to support efforts to ensure compliance with accreditation, funders and licensing requirements. The position provides support in coordinating family and community events and volunteer opportunities at the assigned center locations. The position reports to the Early Childhood Site Manager.

The following represents a summary of the major duties performed by individuals in the position. Staff may be requested to perform related tasks other than those specifically presented.

SPECIFIC DUTIES/JOB EXPECTATIONS

Program Administration Support:

• Organize, maintain current programmatic documentation and database for funder, state and national entities’ reporting purposes.
• Audit staff professional development and credential records to ensure funder, state and/or national compliance.
• Responsible for data reporting for Michigan Department of Education, the Bureau of Licensing and Regulations, Oakland County Health Department, Oakland Schools and the Great Start to Quality program rating system.
• Maintain standards of State licensure including knowledge of all licensing rules and timely reporting of potential violations to both internal and external authorities.
• Process all billing and payment information in accordance with Agency and DHHS protocols and submits all needed information to the Billing Manager for final processing. Maintain all necessary financial documentation for billing and financial audits.
• Responsible for the distribution and communication of weekly tuition billing.
• Ensuring accurate tuition charges are entered and processed in program billing database.
• Monitor tuition payments to ensure accounts are current and compliant with Agency policies.
• Responsible for petty cash and maintaining accurate records for accounting purposes.
• Completes program and center supply ordering for both Children Learning Centers based on expressed needs of the staff and coordination with supervisors. Responsible for tracking these purchases and remaining within budgetary guidelines.
• Supports site supervisors in the maintaining and auditing of program files to ensure compliance with GSRP, State Licensure and NAEYC accreditation.
• Attend partner meetings related to compliance, data reporting, etc. as directed.
• Provides support to the program in maintaining high quality education by providing training on key administrative and reporting processes within the centers.
• Provide classroom coverage, kitchen coverage and overall Center support when needed.
• Assists in all clerical duties, including but not limited to: filing, faxing, answering phones, checking in clients, and all other assigned duties.
• Enter the Arizona Self-Sufficiency Matrix and Protective Factor Survey data into the respective databases for all children enrolled in programming.
• Maintain the ProCare database; enter and update family profiles, ensure information remains up to date and assist families in setting up digital access.
• Contact families to complete annual follow up survey to obtain information and data regarding child’s ongoing academic achievements.
• Gather resources and contribute to monthly center newsletter publication for families.
• Distribute, collect, review and enter all classroom meal and attendance sheet data.
• Audit child files to ensure all necessary documentation is in place
• Audit staff professional development file to ensure program documentation is in place.
• Attend Children’s Learning Center and Agency staff meetings as directed.
• Complete necessary center and Agency paperwork in a timely and accurate manner.
• Assist in program data collection.

Community Relations

• Represent the Agency in the community by participation in community events to promote and recruit for the Children’s Learning Centers and the Early Childhood Department.

Family Engagement

• Supports the Enrollment & Family Engagement Specialist in making plans and overseeing activities that engage parents and the community in the center.
• Supports Enrollment & Family Engagement Specialist in seeking out and coordinating with other agency resources for events, volunteer opportunities and parent engagement
• Support the program and teachers in making appropriate referrals to services for families that need additional supports.
• Coordinates program volunteer opportunities, donations and supplies drives with the Development Department. Present volunteer opportunities at interested organizations and businesses.

Recruitment and Enrollment Management

• Acts as back-up to the Enrollment & Family Engagement Specialist in aspects of recruitment and enrollment management. Including, accepts and tracks inquiries regarding enrollment and updates and maintains the Center waiting list.
• Supports enrollments of new students ensuring that all documentation is complete and appropriately routed. Provides training and support to teachers and other designees in completing enrollments.
• Attend community events to promote and recruit for the CLC.
• Food Service Management
• Completes billing and purchasing as directed.
• Maintains all necessary enrollment and documentation for compliance with the CACFP program.
• Ensures all new staff complete the appropriate CACFP trainings and current staff complete annual trainings as needed.

Personnel Administration Support

• Responsible for licensing required on-boarding process of new staff; finger-printing, on-line trainings, etc.

PHYSICAL DEMANDS

While performing the duties of the job, the employee is regularly required to be physical and capable of successfully managing an early learning environment. The employee is frequently required to sit and/or stand for 8 hours or more. Staff must have the ability to reach with hands and arms and must occasionally lift and move up to 25 pounds. Some driving is necessary. Occasionally, the position requires the employee to work irregular or extended hours.

WORK ENVIRONMENT

The noise level of the work environment is typically moderate to loud. While performing the duties of this job you may encounter sporadic interruptions which may affect the efficient completion of the day’s tasks. This position requires an individual who is capable at efficiently handling multiple tasks of different natures and dealing with individuals of various temperaments. This position requires working occasional evenings in order to complete enrollments and participate in parent events. Weekend work may also be required during the summer for community events attendance.

Does This Describe YOU?

• High School Diploma required, Associate’s Degree or some college experience preferred.
• One to two years experience in a childcare or preschool setting, or other early childhood services environment preferred.
• Experience using the High/Scope Approach to learning is highly preferred.
• Selected candidates for this position must possess a sensitivity to the diversity of the Agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic characteristics.
• Demonstrated skill in office procedures, data entry, and human services.
• Well-developed verbal and written communication skills.
• Ability to establish and maintain good relationships with persons internal and external to the Agency.
• Ability to accept supervisory direction and to work independently on assigned tasks.
• Special abilities and skill that are necessary to perform the required tasks and that best meet the needs of the Agency also will be considered. Any standard above may be waived when compensating specifications or circumstances exists.
• Flexibility in work schedule to accommodate the needs of the Agency to perform weekend and evening activities.

Oakland Family Services is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Grade levels:

• Pre-Kindergarten

Schedule:

• Monday to Friday

Work Location: In person

jjbodyshop.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, jjbodyshop.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, jjbodyshop.com is the ideal place to find your next job.