Grace Jones Community Center is hiring: Administrative Assistant in Marathon

6 days ago Be among the first 25 applicants

The Administrative Assistant will work closely with the Board of Directors and Daycare Director of Grace Jones Community Center to ensure the smooth operation of the early learning facility. The assistant will handle general administrative tasks, focusing on organizing and streamlining workflows to improve efficiency and accuracy. Main tasks include recordkeeping and documentation, supply and inventory maintenance, billing and reporting, vendor coordination, compliance with regulatory agencies and reporting requirements. The ideal candidate is organized, detail-oriented, and comfortable multitasking in a dynamic environment.

Responsibilities

• Manage paperwork and electronic records, helping implement and maintain improved filing structures, processes, and digital tools.
• Maintain accurate records of staff training, child health and immunization records, attendance, food, and all other required regulatory documentation.
• Help with payroll preparation, billing, tuition fee collection, fundraising, supply and inventory purchasing and other financial tasks as needed.
• Develop and maintain a system to track due dates for bills, payments, renewals, and other administrative deadlines to ensure timely reminders and compliance.
• Assist the director with daily operations such as staff scheduling and updates, parent communication and updates, board of director meeting action items and updates.
• Assist in employee recruitment, onboarding, training and documentation.
• Help with inspections to ensure a clean, organized, safe and well-maintained facility according to state standards.
• Coordinate with external vendors for supplies, services, or other support. This includes handling scheduling, gathering estimates, establishing contracts, and paying bills.
• Handle planning and coordination of special projects such as summer programming, field trips, open houses, holiday and end-of-year events, and more.

Qualifications

• Minimum of 2 years of experience in an administrative or executive assistant role, preferably in an educational or childcare setting.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Google Suite or related tools is preferred.
• Knowledge of project or document management tools such as Asana and Dropbox is advantageous.
• Familiarity with daycare facilities is a plus, but not required and we will train.
• Ability to maintain confidentiality and professionalism.
• CPR/First Aid certification or willingness to obtain it.

Working Conditions

• A flexible work environment with a mix of desk work and interaction with staff, children, and parents in a busy daycare environment.

Seniority level

• Entry level

Employment type

• Part-time

Job function

• Administrative

Industries

• Child Day Care Services