FRONT OFFICE ASSISTANT in Billings, Montana at FRIENDSHIP HOUSE OF CHRI STIAN SERV

Job Description: Front Office Assistant

Job Title: Front Office Assistant

Reports To: Front Office Coordinator; Director

Employment Type: Part-Time

POSITION SUMMARY:

The Front Office Assistant serves as the first point of contact for families, visitors, and staff, providing exceptional customer service while supporting the daily administrative operations of the childcare center. This position is responsible for managing front office activities, maintaining accurate records, assisting with enrollment and attendance, and ensuring compliance with Montana childcare licensing requirements and center policies. The ideal candidate is organized, professional, detail-oriented, and enjoys working in a family-focused environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Greet and assist parents, children, visitors, and vendors in a friendly and professional manner.

Answer and direct incoming phone calls, emails, and other communications.

Manage daily sign-in/sign-out procedures and monitor visitor access.

Maintain staff files, children's enrollment files, attendance records, and other administrative documentation.

Assist families with enrollment paperwork and provide information regarding center programs and policies.

Support billing processes, payment collection, and receipts.

Order and maintain office supplies and administrative materials.

Prepare correspondence, reports, newsletters, and other documents as needed.

Schedule appointments, tours, and meetings for the Center Director.

Maintain confidentiality of children's, families', and employees' records in accordance with applicable privacy requirements.

Assist with maintaining records required for Montana childcare licensing compliance.

Coordinate communication between families, classroom staff, and administration.

Support staff with clerical duties including copying, filing, scanning, and data entry.

Help organize special events, family activities, and center functions.

Respond calmly and appropriately during emergencies by following established center procedures.

Perform other administrative duties as assigned.

QUALIFICATIONS:

High school diploma or equivalent.

Previous experience in an administrative, receptionist, customer service, or office support role.

Strong computer skills, including Microsoft Office and email applications.

Excellent verbal and written communication skills.

Strong organizational skills with attention to detail.

Ability to multitask and prioritize responsibilities in a fast-paced environment.

Professional appearance and positive customer service attitude.

Ability to maintain confidentiality.

PREFERRED:

Experience working in a childcare, preschool, educational, or healthcare setting.

Familiarity with childcare management software.

Knowledge of Montana childcare licensing requirements and administrative recordkeeping.

Physical Requirements

Sit, stand, and walk throughout the workday.

Occasionally lift up to 25 pounds.

Use standard office equipment, including computers, printers, telephones, and copiers.

Occasionally assist with classroom or facility needs as requested.

WORK ENVIRONMENT:

This position works primarily in a licensed childcare center office with frequent interaction with children, families, staff, and visitors. The environment is active, fast-paced, and requires flexibility, professionalism, and teamwork.

REQUIRED BACKGROUND CHECKS AND COMPLIANCE:

Employment is contingent upon meeting all applicable Montana childcare licensing requirements, which may include:

Successful completion of required background checks.

Eligibility to work in a licensed childcare facility.

Completion of required orientation and Trainings.

Compliance with all center policies and state health and safety requirements.

Key Competencies

Customer Service

Communication

Organization and Time Management

Attention to Detail

Confidentiality

Problem Solving

Teamwork

Professionalism

Dependability

Adaptability