POSITION TITLE:  Childcare Administrative Assistant

STATUS:                   Full-Time/Hourly

DEPARTMENT:      Childcare

REPORTS TO:         Childcare Manager

DATE:                       4/29/22

SUMMARY:  The Childcare Administrative Assistant provides administrative support for the Site Director.  This position manages and performs clerical tasks, coordinates projects, and performs other administrative duties appropriate to general childcare management as assigned by the Manager and/or Director of Childcare Services.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other duties may be assigned.   

  • Ensure EmBe brand, mission, vision, and values are reflected in all interactions.
  • Provide accurate Childcare Center registration details and information to the public.
  • Responsible for reception needs of the childcare department, as well as telephone support during the facility’s hours of operation.
  • Conduct visitor tours through the Childcare Center as assigned.
  • Maintain accurate child files.  Obtain, collect, and organize registrations and shot record information from each registered participant.
  • Ensure immunization records and other parental data provided are current and accurate.
  • Enter registration and billing data into the childcare software database.
  • Collect weekly meal counts and prepare monthly meal count reports for the Director of Childcare Services.
  • Collect weekly classroom attendance sheets and file as required by the Department of Social Services.
  • Maintain records and perform daily, weekly, and monthly reports as requested.
  • Provide administrative support for the Center, including but not limited to ordering, filing, telephoning, laminating, and driving.
  • Assume supervisory responsibility when requested by the Site Director.
  • Coordinate floater staff and adjust staff schedules as requested to maintain proper ratios throughout the Center.
  • Maintain appropriate levels of office supplies for the childcare department.
  • Assist in vehicle monitoring, scheduling and log reports as required.
  • Report repair or emergency facility needs to the Site Director and/or custodial staff.
  • Provide overall administrative support for the Center.
  • Participate in recommended professional development training opportunities and adhere to licensing standards.
  • Maintain a professional appearance and attitude and consistently project a positive image of EmBe.
  • Report suspected child abuse and neglect as required by law.
  • Flexibility in work assignments and coverage of the facility according to facility needs.
  • Carry out other duties assigned by the Site Director and/or Director of Childcare Services.


  • High school diploma or GED; Bachelor’s degree preferred.
  • Previous experience as an administrative assistant, with office management experience helpful.
  • Previous experience in a childcare setting
  • Computer skills in word processing, data base management and spreadsheets are required.  Microsoft Office skills preferred (Excel, Word, Publisher, and Outlook).
  • Attention to detail.
  • Excellent oral and written communication skills.
  • No staff member or volunteer will have a felony conviction on record within the past five years.
  • No staff members name will appear on the sex offender’s registry