Pbg Eclc Administrative Assist

Position: PBG ECLC ADMINISTRATIVE ASSIST
Location: St. Petersburg

POSITION SUMMARY:

Position is responsible for the first impression and upkeep of a professional ambiance in the school lobby at all times requiring expertise in administrative duties and customer service. It is essential that parents and guests are greeted when entering the preschool, assuring that children are signed in and out in accordance with authorization forms along with providing and assisting parents with any needs regarding classroom inquires.

Administrative duties will include such tasks as collecting school inquiry information, scheduling school tours and meetings with the Director of Early Learning, making follow-up calls, sending thank you e-mails to prospect families, creating forms, updating distribution lists and data bases along with assisting families with registrations, processing payments, maintaining enrollment, attendance medical and emergency records, assisting with VPK paperwork and documentation.

Work is supervised by the Early Childhood Director as necessary. Work schedule is generally 40 hours during each work week Monday – Friday with occasional evening or weekend work as directed by work schedule, programs and deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Responsible for greeting and assisting parents and guests who enter the preschool.

Assures security of children enrolled in the program are signed in and out in accordance with authorization forms.

Responsible for incoming phone calls, collecting school inquiry information and scheduling school tours and/or meetings with the Director of Early Learning.

Ability to create e-mail templates, prepare distribution lists, and various administrative forms and letters.

Responsible for communication between the school and prospect families via thank you e-mails within three days of a tour.

Responsible for providing forms, notices and other communication via e-mail or mail to current families in a timely manner (i.e. carpool signs).Responsible for compiling and updating preschool enrollment packets along with accepting preschool, winter and spring camp registrations, enrichments, and changes, processing payments for the preschool in a timely manner and forwarding to accounting (within 24 hours);

Ensures that all appropriate preschool forms are distributed and turned in prior to school or camp beginning.

Create and distribute attendance sheets for preschool enrichment classes for each classroom to be filed monthly.

Responsible for Camp Site online registrations, compiling and updating camp packets and processing camp payments in a timely manner (within 24 hours).Create and maintain preschool and camp enrollment statistics.

Works in unison with the Director of Early Learning to assure that the preschool follows all Palm Beach County Health Department rules and regulations. Maintains children’s files ongoing and assists with inspections.

Responsible for generating the application for and obtaining the Early Childhood Learning Center’s Florida State License.

Responsible for keeping current medical logs, allergy lists and for proper storage of children medications.

Responsible preparing monthly tuition for processing.

Responsible for collecting and managing required information for registrations.

Process monthly receipts for families

Provides assistance in classrooms when teachers are absent to ensure smooth operations.

Responsible for maintaining children’s attendance records/books and attendance rosters.

Prepares and maintains emergency procedure binder and updates as necessary; schedules fire/emergency drills in coordination with the Director of Early Learning monthly.

Assures the data base and emergency card are current for each family/child; maintains emergency log and database for “school messenger”; coordinates updates with…