Center Office Manager in Uvalde, Texas at Chicanos Por La Causa

CPLC's Early Childhood Development (ECD) programs are committed to giving every child, regardless of circumstances at birth, an opportunity to succeed in school and life. Provides full-day, full-year early childhood development services to low income children, ages 0-3 years, and their families in educationally-stimulating learning environments. Migrant Head Start program provides full-day, full-year program services to children, ages 0-5 years, of migrant and seasonal farm and agriculture working families where hand-picked and row crops are prevalent.

OBJECTIVE AND POSITION SUMMARY

The Center Office Manager provides high-level administrative support and staff support to the center operations consistent with the Head Start Program Performance Standards and CPLC Policies and Procedures. Working under the direct supervision of the Center Services Manager, this position provides administrative support, coordination and guidance to center staff. Promotes school readiness by preparing children and families for school and life success as it relates to this position. Actively always supervises children by sight and sound and in all environments when in early childhood center environments.

ACCOUNTABILITY
Reports to and is supervised directly by the Center Services Manager. Employee is also accountable for understanding and complying with CPLC policies and procedures.

SPECIALIZATIONS

• Administrative Operations & Office Management
• Head Start Program Administration & Compliance
• ChildPlus Database & Records Management
• Personnel File Maintenance and HR Coordination
• Procurement, Budget Tracking, & Inventory Control
• USDA Reporting & Documentation Support
• Family Engagement & Bilingual Communication Support
• Training, Meeting & Project Coordination

PRIMARY DUTIES AND ESSENTIAL FUNCTIONS

• Organize clerical and office management systems: reporting, filing, copying, typing, writing correspondence and memorandums, telephone, contacts, accounts payable and receivables, contracts or service agreements and computer processing.
• Maintain center personnel files, ensure required documents and functions are performed and updated monthly to comply with Licensing requirements.
• Update or revise data collection tools including ECD ChildPlus record keeping system such as CPLC Procure Desk, ADP, ECD calendars, USDA reports and monthly center newsletter.
• Maintain center credit card receipts and credit card monthly reconciliation.
• Assist with establishing and maintaining ECD Child Plus record keeping for children/families, staff, and volunteers.
• Collect and submit any employee changes/updates (education, insurance, tax changes, credentials, direct deposit etc.) to CPLC Human Resource Department and/or Finance Department in accordance with Federal Laws.
• Organize/schedule staff meetings and training, prepare agendas, take minutes and assist with other meeting logistics as appropriate.
• Maintain confidentiality in matters pertaining to administrative and programmatic issues, discussing matters with authorized individuals only.
• Help in training sessions for center staff on administrative forms and processes, such as ADP, time and attendance corrections, HR Forms, meal counts, etc.
• Function as the center designee person for communication and disseminating information within ECD administrative offices, CPLC corporate office and the community as appropriate.
• Maintain the center’s Media Resource Library (Lending Library currently maintained by Master Teachers, may vary by site).
• Manage inventory, cataloging and distribution of media materials.
• Maintain and coordinate center supply and equipment inventory.
• Facilitate collection and submission of orders for center supplies while following center budget by utilizing the CPLC Procure Desk.
• Maintain center in-kind collection through Learning Genie and ChildPlus entry.
• Maintain scheduling of center cell phone and vehicle gas cards to include regular vehicle maintenance.
• Record classroom attendance at ChildPlus on a weekly basis.
• Collect weekly meal counts, USDA food purchase receipts/invoices, and employee Time Distribution reports for monthly submission of USDA report to CSM and Nutrition Coordinator.
• Demonstrate awareness and sensitivity to cultural issues and community practices of low income and at-risk families, including dual language speakers.
• Assist with Spanish translation of outgoing parent communications and during meetings (Parent Committee, Parent Engagement Meetings, and staff) if needed or applicable.
• Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meetings and conferences.
• Coordinate special projects and statewide initiatives as assigned and following Federal Law & Regulations.
• Operating a company or personal vehicle for statewide traveling, donation/supply pick-ups, special projects, and various related duties is needed.
• Perform other duties as requested by immediate supervisor necessary to carry out the administrative and programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.

• HS/GED and 2 years of progressively responsible experience in successful office operations and management are required.

• Bilingual (English/Spanish) required. This role requires regular communication with Spanish‑speaking clients, stakeholders2, and partners. Candidates must be able to speak, read, write, and understand Spanish and English at a professional level.
• This position requires driving on behalf of the company, traveling statewide as needed. Candidates must hold a valid driver’s license, meet the company’s motor vehicle record (MVR) standards, meets company’s insurance eligibility, and comply with all state and federal driving requirements. Ongoing employment is contingent upon maintaining an acceptable driving record.
• Must have basic knowledge of modern office methods and procedures, filing and telephone etiquette, as well as English usage, spelling, grammar, and punctuation.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to maintain a good working relationship with all co-workers and the public and to use good judgment in recognizing scope of authority.
• Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system).
• Use of computers, projection equipment, computer software programs (e.g. Microsoft Office, Adobe) and web-based systems are required.
• Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start Program Performance Standards, TX or NM Child Care Licensing, USDA reports, local state and federal regulations on reporting procedures preferred.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to maintain a good working relationship with all co-workers and the public and to use good judgment in recognizing scope of authority.
• Operational knowledge of general office equipment (e.g., copy machine, fax machine, personal computer, printer, scanner, phone system).
• Use of computers, projection equipment, computer software programs (e.g. Microsoft Office, Adobe) and web-based systems are required.
• Familiarity with Personnel Policies and Procedures, Accounts Payable, Head Start Program Performance Standards, TX or NM Child Care Licensing, USDA reports, local state and federal regulations on reporting procedures preferred.

Other Requirements

• Experience and commitment to working with multiethnic, multicultural, low-income populations.
• Excellent attention to detail, analytical, and problem-solving skills.
• Demonstrated interpersonal and verbal and written communication skills, including ability to present operational information to personnel at all levels.
• Excellent documentation and accounting skills.
• Organizational skills and proven ability to follow up and meet deadlines.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook, especially Microsoft teams).
• Must be able to travel statewide as needed.

• Pre-Employment requirements: Employment in this position is contingent upon successful completion of all required pre‑employment screenings and subject to credentialing checks to maintain compliance with licensing and contractual requirements.

• Fingerprint-based background check in accordance with federal, state, and contract requirements.
• Child Abuse and Neglect Registry Check (CPS check) as required for roles working with vulnerable populations.
• Criminal history background check meeting applicable state, federal, licensing, or program standards.
• Pre‑employment medical clearance, which may include a physical exam, TB test or Chest X-ray to confirm ability to perform essential job functions with or without reasonable accommodation.
• Drug screening in compliance with company policy and applicable state law.
• Required immunizations or proof of vaccination, including Tdap, if mandated by state regulations, licensing bodies, or program requirements.
• Candidates may also be required to complete additional screenings or provide documentation as necessary to comply with funding, licensing, contractual, or regulatory obligations.

Driving: Driving may be required for supply pick-ups, center needs, training, meetings, and other program-related activities. Employees who operate a vehicle for business purposes must maintain a valid driver's license and required insurance coverage.

We recognize that our success is driven by great talent, and that's why we provide a comprehensive and competitive suite of benefits to serve you and your family.

Full-time employee’s benefits below and click the link to see more:

• Generous Paid Holiday
• Employee Recognition Program
• Paid Time Off & Paid Sick Days
• Free Preventative Services & Wellness Rewards
• Medical, Dental, and Vision for Spouse/Domestic Partner & Children to age 26
• Health Savings Account & Flexible Spending Account
• Life + Disability options
• Employee Assistance Program
• Telemedicine & Concierge Services
• 401(k) Retirement Plan
• Pet Care, Life Mart Purchase Discounts
• Tuition Reimbursement for qualifying degrees
• Mileage & Cell Reimbursement for qualifying roles
• Identity Theft Protection& Voluntary Benefits

California Residents: Chicanos Por La Causa, Inc and its subsidiaries will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.