Job Title: Front Office Assistant
Status: Non-Exempt
Reports to: VP of Finance & Administration
30 Hours (12-6 PM M-F) - $26/hour
Position Qualifications:
Bilingual: Fluent in English and Spanish (spoken and written) is requiredExperience: Minimum of2yearsfront office administrative and customer service experience, preferably in an educational or nonprofit setting is requiredCustomer Service: Demonstrated ability to provide outstanding customer service and build positive relationships with community partners, stake holders, families and staffTechnical Skills: Proficient with computers, including Microsoft Office Suite and basic office equipment is requiredCommunication: Excellent verbal and written communication skills in both languages is requiredOrganization: Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environmentTeamwork: Collaborative, flexible, and willing to support both administrative and programming needsJob Description.
The Front Office Assistant role at North Bay Children's Center (NBCC) is a vital position that bridges both administrative operations and program support at our Headquarters in Novato. The ideal candidate will be bilingual (English/Spanish), possess at least 2 years of front office administrative and customer service experience, and demonstrate exceptional customer service and computer skills. This role ensures a welcoming, efficient, and supportive environment for families, staff, and visitors.
Position Requirements:
Front Desk Operations: Greet and assist families, children, staff, and visitors, ensuring a positive and professional first impression at all timesKeep front office printed promotional and marketing materials currentAnswer and direct phone calls, respond to emails, and manage general inquiriesMaintain daily visitor logs and ensure compliance with safety and security protocolsMonitors Main Entrance, buzzing visitors into the officeAdministrative Support:Provide administrative assistance, including scheduling, filing, data entry, and document preparation Assist with maintaining records, reports, and confidential files in compliance with NBCC policiesProgram Support:Coordinate communication between families and program staff, translating as neededAssist with organizing program materials, events, and meetingsSupport the implementation of program activities by preparing materials and providing logistical supportCustomer Service:Deliver exceptional customer service to all stakeholders, addressing questions and concerns with empathy and professionalismFoster a welcoming and inclusive environment for families and guests from diverse backgrounds Technology & Office Management:Utilize Microsoft Office Suite (Word, Excel,PowerPoint,Outlook) and other software platforms(i.e.Canva,YoDeck)for daily tasks Trouble shoot basic office equipment and technology issues Order and maintain office & copier supplies and inventoryWork with Facilities team through Work Orders as neededCollaborations and Communication Provide reception support for administration, greeting guests, directing flow, receiving packages and processing incoming and outgoing mail/packagesWill use computers, tablets/iPad, and other office equipment Update front office welcome display daily Ensure that all guests sign in and receive temporary badges, collect and maintain all guest for Brayton CampusWork Environment Noise level in the work environment is frequently loud Will work outdoors and indoorsWill use computers, tablets, cell phone (if provided), and other office equipmentWill work alone as well as with other peers and supervisorsWill work with and around children ages 0-6Human Resources Health screening as required in section 101216(g) Tuberculosis test & document as specified in section 101216(g)Criminal Record Clerance and/or criminal records exemption (DOJ, CACI & FBI)Valid Driver's LicenseChild Abuse Managed Reporter Training (online) Employee Rights (Lic 9052) Proof of Immunizations for MMR, Tdap & Flu Current CPR & First Aid Covid19 Vaccination Physical Demands Health clearance by a physician Ability to fulfill physical requirements of the job including lifting up to 50 pounds, range of movement including squatting, bending, reaching, standing, and sittingProof of current Immunizations (Measles, Pertussis, Influenza, COVID-19) T.B. clearance within the past yearCompensation details: 26 Hourly Wage
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Read LessEnrollment Specialist - Novato
Job Description
Company
North Bay Children's Center provides comprehensive, culturally diverse child care and early education programs for children ages 0-5 years and after school care for children ages 5-11 years throughout sixteen (16) childcare centers in Marin and Sonoma Counties. The programs and services we offer are multilingual, developmentally appropriate, culturally responsive and individualized for each child and family.
Qualifications:
This position requires a person who communicates fluently in both English and Spanish and relates well to others in a team setting. The scope of work requires a self-motivated, detail-oriented person who is able to prioritize and complete tasks in a timely manner. Experience in an office setting coupled with excellent verbal and written communication skills. Ability to foster a cooperative work environment, has knowledge of customer service principles, techniques, systems, and standards. Must be proficient in Microsoft Office Applications, typing, keyboard and have strong organizational skills.
Accountability
The Enrollment Specialist is directly supervised by the Area Director and is responsible for assisting the Leadership Team (Executive, Program & Finance.) with day-to-day operations of the child care center, such as; enrollment, reception, and all enrollment reporting. Must be detail oriented and an effective time manager. Assists and supports in various functions for all NBCC Enrollment community events.
Responsibilities will include, but will not be limited to the following:
Support NBCC's mission, philosophies, values, goals, and policies with parents, co- workers and community.Greet all center visitors and promote a professional and positive image in all interactions.Help to maintain the appearance of the front lobby, office, and common areas.Demonstrate tact, discretion, and good judgment. Maintain confidentiality, about the center's business in all interactions and/or communications.Model positive communication and interaction with staff, parents, and children.Respond to staff, parents, and children with sensitivity, interest, and respect.Answer the telephones, take messages, and provide information to customers in a courteous manner, managing appropriate follow-up and obtaining further information when needed.
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Maintain clear and professional communication with all staff and families enrolled in the center, along with visitors, school personnel, and members of the community.Listen to concerns from parents utilizing discretion and referring the issue to the appropriate Director.Assist with coordination of enrollment appointments and activities with the direction of the appropriate Director. Schedule subsidy tours as necessary.Must have knowledge of California Department of Education (CDE) Title 5 regulations.Responsible for providing reports to the Program Director for enrollment statistics and subsidy allocation.Maintain subsidy files. Responsible for completing re-certification process for enrolled families, various reports, and reviewing student sign in/out sheets.Enter and verify in NBCC's family database system all family information and classroom attendance for preparation of CDE monthly reports and outside agency attendance report requests.Assist, as needed, Finance Department with monthly billing of subsidy families and maintain communication with families regarding tuition policy and payments.Assist Program Director in maintaining documents/materials specified under Community Care Licensing and California Department of Education.Initiate outreach to build enrollment capacity to include stakeholders and partner meetings. Maintain security so that no child is released to an unauthorized person, upholding all procedures involving visitors and alternate pick up persons.Maintain and follow all emergency, safety, and health rules of the center.Act as a safety coordinator as assigned in the Safety Plan.Keep work environment and equipment safe, clean, attractive and in good working order.Type and/or email and file information as necessary.On occasion this position will serve as the back-up for the NBCC reception desk. Duties may include: opening/closing the corporate office, receiving and the disbursement of incoming telephone calls, managing mail and package receiving & delivery, etc. On occasion this position will serve as a temporary back-up for a teacher in order for the cohort to maintain teacher/student ratio(s). Meet with other enrollment specialists and attend all Enrollment meetingsOccasional bilingual translation may be needed. Attend occasion local subsidized council meetings.Other ad-hoc duties as assigned and requested by Area Director.
Physical Requirements
Must be able to bend, lift (up to 40 pounds), carry, reach, squat and frequently sit and stand for up to 8 hours per day.
Compensation details: 28-29.5 Hourly Wage
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