Office Manager - Mitchell

POSITION SUMMARY: 

Under the direction of the Director of Youth Development, The Mitchell Office Manager will assist in providing excellent child care programming with emphasis on providing administrative support to basic day to day operations, financial growth and general building operations while ensuring compliance with Federal and State regulations, NAEYC, and Paths to Quality Level 4. 

OUR CULTURE: 
 Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

1. Implement, maintain and improve support duties such as Playground software, accounts receivable, CCDF & government funds, tuition discounts, bad debit collections, end of the month figures, fundraisers, and classroom transitions. 
2. Performs weekly revenue postings and a variety of enrollment procedures.
3. Performs administrative tasks to ensure existing State License, NAEYC, PTQ, and HEPA standards and criteria are maintained including assisting with classroom scheduling to maintain ratios.
4. Works closely with center directors to ensure financial sustainability by assisting with enrollment procedures and controlling salary expenses.
5. Maintains ongoing communications to ensure classroom teachers and current families are well informed and transportation programming follows safety protocol.
6. Implements, maintains and improves positive customer service reputation of the Center.
7. Assists Director(s) to ensure all printed materials distributed are of high quality and follows YMCA brand compliance.
8. Attends mandatory meetings and trainings sessions.
9. Communicates to Directors any suggestions, concerns, or incidents for follow up. 
10. Maintains current and updated accurate child records.
11. Oversees administration of medications and follows center procedures. 
12. Assists in organizing and coordinating all special events and family engagements. 
13. Is friendly and courteous to children, parents, staff members, volunteers, and guests. 
14. Provides excellent customer service and follows program retention practices of the center, including responding to inquiries/concerns in timely manner, being courteous and giving sincere attention to both staff and program members, providing positive and regular feedback to program participants, knowing individual’s names and using their names when speaking to members.
15. Assist in ensuring Annual Campaign fundraising meets goal.
16. Upholds guidelines as outlined in the YMCA of Muncie Employee Handbook.
17. Follows all employee rules, dress code, and various procedures.
18. Carries out other duties as assigned by Directors.

YMCA COMPETENCIES (Team Leader):

Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fund-raising.

Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance and support.

Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

1. High school diploma or GED required. A 2-year Early Childhood Degree or equivalent experience is preferred.
2. Two (2) years of experience in appropriate administration support functions.
3. Knowledge of Indiana Rules for Licensing Child Care Centers, NAEYC Accreditation, Paths to Quality initiative. 
4. Knowledge of EZ-CARE or child care software preferred.
5. Minimum age of 21 and driving record in good standing.
6. Requirements include completion of: Child Abuse Prevention; CPR; First Aid; AED; Blood borne Pathogens, physical, Drug Screen, and a variety of youth development trainings
7. Maintain a minimum of 20 hours of professional development yearly. 
8. Computer skills needed, particularly with Microsoft Office, excel, and email applications, along with ability to learn the internal YMCA software. 
9. Ability to relate effectively to diverse groups of people from all social and economic segments of the community.

Praesidium Abuse Risk Management Information:

Minor Employees who have a role in directly supervising consumers will:

• Adhere to policies related to maintaining appropriate boundaries with consumers.
• Maintain appropriate supervisory relationships with consumers.
• Attend required abuse risk management training.
• Adhere to procedures related to managing high-risk activities and supervising consumers.
• Report suspicious or inappropriate behaviors and policy violations by employees, volunteers, and consumers.
• Report all suspicions or allegations of abuse immediately to their supervisor.

Minor Employees who do not have a role in directly supervising consumers will:

• Adhere to policies related to boundaries with consumers.
• Maintain appropriate relationships with consumers.
• Attend required abuse risk management training.
• Report suspicious and inappropriate behaviors and policy violations by employees, volunteers, and consumers.
• Follow all policies related to reporting suspicions or allegations of abuse.

Supervisors and Administrators will:

• Adhere to screening requirements for Minor Employees and use screening instruments designed to assess for abuse risk.
• Communicate to all Minor Employees the ORGANIZATION’s commitment to protect their consumers from abuse.
• Provide Minor Employees with ongoing supervision and training related to abuse risk.
• Provide Minor Employees with regular feedback regarding their boundaries with consumers.
• Require Minor Employees to adhere to policies/procedures related to abuse risk.
• Respond quickly to policy and procedure violations using the ORGANIZATION’s progressive discipline policy.
• Respond seriously and confidentially to reports of suspicious and inappropriate behaviors.
• Follow mandated reporting requirements.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to sit, stand and walk for long periods of time, to talk and hear, to lift and/or move up to 50 pounds, to climb or balance, to stoop, kneel, crouch, or crawl, occasional bending, reaching or squatting. The incumbent is required to use hands to finger, handle, or feel objects, tools, or controls. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Also required is frequent hearing and talking, in person and on the telephone. Time is spent both indoors and outdoors. The condition of the air is normal/average air conditioned/ventilated. The noise level is normal to loud within an active YMCA program environment. Must have passed a physical examination conducted within the past 12 months prior to beginnning work.