Site Clerk

City of Chattanooga•Chattanooga, TN

6d•$32,434•Onsite

About The Position

The Site Clerk is responsible for maintaining different reports for the center, greeting visitors and ensuring all visitors sign in at door, maintain premises safety, answering phone calls, copying, filing, data entry, work/maintenance requests, helping assist with lunch carts when needed, covering classrooms/bathroom breaks when needed, supports the Site Director and staff with numerous needs, maintaining site inventory in conjunction with admin clerk, CACFP reconciliation, ordering center supplies, and compiling/distributing memos. The following duties are NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Responsible for maintaining the center’s inventory twice a year (March and September). Manage data on the ChildPlus system. Take monthly meeting minutes. Conducts monthly emergency drills. Assists in the management of the site in the Site Director’s absence. Ensures visitors use appropriate entrances and sign in when visiting. Helps to maintain the safety of the assigned childcare center. Ensures unauthorized visitors do not enter sites. Reconciles CACFP data and manages other data as directed by the Site Director. Completes special projects for Site Director when needed. Assists Site Director with administrative tasks to ensure smooth operations of center. Coordinates travel arrangements for trainings and other professional development for Site Director and education staff at center. Maintains excellent communication with families, staff, and Site Director related to day-to-day operations. Completes required training and professional development. Covers bathroom breaks for educators whenever necessary. Performs other duties as assigned.

Requirements

HS Diploma required
At least 1 year of clerical experience required, 3+ years preferred
Any combination of equivalent experience and education to perform the essential functions of the position will be considered.
Knowledge of: Google Drive, Microsoft Word, Microsoft Excel, and other computer applications.
General office and clerical procedures, including filing, copying, document preparation, and data entry.
Data management and recordkeeping practices.
ChildPlus or other web-based data management systems.
Basic inventory management and supply ordering procedures.
Administrative procedures and practices related to the daily operation of a childcare center.
Basic principles of workplace and childcare center safety, security, and emergency procedures.
Confidentiality requirements and the importance of protecting information related to children, families, and staff.
Professional communication and customer service practices.
Basic meeting documentation, including preparing and maintaining meeting minutes.
CACFP data and reconciliation procedures.
Head Start program operations, policies, and procedures, or the ability to learn and apply them.
Typing, data entry, filing, scanning, copying, and maintaining organized records.
Using Microsoft Word, Excel, Google Drive, email, and web-based software applications.
Entering, maintaining, and retrieving accurate information from databases and electronic systems.
Preparing reports, correspondence, meeting minutes, memos, and other administrative documents.
Organizing and maintaining inventory and office records.
Communicating effectively and professionally with children, families, staff, visitors, and community partners.
Providing professional customer service and greeting and assisting visitors.
Monitoring and maintaining accurate sign-in and visitor records.
Prioritizing multiple tasks and meeting established deadlines.
Working independently while also collaborating effectively with the Site Director and center staff.
Maintaining confidentiality and exercising appropriate judgment when handling sensitive information.
Identifying and communicating operational, maintenance, safety, or facility concerns to appropriate personnel.
Coordinating schedules, travel arrangements, trainings, and other administrative activities.
Responding appropriately to changing priorities and supporting the daily operations of the center.
Maintaining accurate records and attention to detail when completing reports, reconciliations, and other assigned duties.

Nice To Haves

3+ years of clerical experience preferred

Responsibilities

Maintaining the center’s inventory twice a year (March and September).
Manage data on the ChildPlus system.
Take monthly meeting minutes.
Conducts monthly emergency drills.
Assists in the management of the site in the Site Director’s absence.
Ensures visitors use appropriate entrances and sign in when visiting.
Helps to maintain the safety of the assigned childcare center.
Ensures unauthorized visitors do not enter sites.
Reconciles CACFP data and manages other data as directed by the Site Director.
Completes special projects for Site Director when needed.
Assists Site Director with administrative tasks to ensure smooth operations of center.
Coordinates travel arrangements for trainings and other professional development for Site Director and education staff at center.
Maintains excellent communication with families, staff, and Site Director related to day-to-day operations.
Completes required training and professional development.
Covers bathroom breaks for educators whenever necessary.
Performs other duties as assigned.