Childcare Office Assistant

Position Summary

The YMCA is seeking a dependable, organized Office Assistant to support the administrative and financial operations of its Early Learning and Child Care programs. The position processes Early Learning Coalition attendance, posts payments, maintains accounts receivable and collection records, and may substitute at child care sites as needed.

Essential Responsibilities

Process and submit Early Learning Coalition attendance accurately and on time; resolve missing or incorrect records with child care sites.

Post parent, agency, subsidy, and other program payments accurately and promptly.

Monitor accounts receivable, communicate respectfully with families regarding past-due balances, and document collection activity and payment arrangements.

Research payment discrepancies and prepare routine attendance, payment, balance, and collection reports.

Maintain organized records and protect confidential financial, family, child, and employee information.

Provide data entry, filing, document preparation, customer service, and other administrative support.

Serve as a qualified substitute at child care sites as needed, actively supervise children, and follow all licensing, safety, and YMCA procedures.

Maintain professional, age-appropriate boundaries and observable interactions with children and program participants.

Zero Tolerance for Abuse

The YMCA has zero tolerance for abuse, neglect, harassment, bullying, or mistreatment. All employees are responsible for maintaining a safe environment and immediately reporting suspected abuse, inappropriate behavior, or policy violations.

Qualifications

Associate degree from an accredited college or university required.

Office administration, data entry, bookkeeping, billing, accounts receivable, collections, or child care administration experience preferred.

Early Learning Coalition attendance or subsidy experience and Daxko experience are preferred but not mandatory.

Strong attention to detail, organization, time management, communication, customer service, and follow-through.

Basic proficiency with Microsoft Office, email, spreadsheets, and database or accounting systems.

Ability to handle confidential information, manage multiple priorities, meet deadlines, and work across multiple locations.

Must meet and maintain all YMCA, licensing, background-screening, training, credential, and certification requirements applicable to working in a child care environment.

Reliable transportation may be required for travel between child care sites.

Schedule and Physical Requirements

This part-time position works up to 25 hours per week. The schedule may vary based on processing deadlines, office coverage, and child care site needs. The employee must be able to work at a computer for extended periods and, when substituting, stand, walk, bend, kneel, sit on the floor, actively supervise children, and lift up to [insert required weight] pounds, with or without reasonable accommodation.

YMCA COMPETENCIES:
Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Benefits and Equal Opportunity

Benefits include a complimentary YMCA employee membership and professional development opportunities. The YMCA is an equal opportunity employer. Employment decisions are made without regard to any status protected by applicable law.