Position Title: Child Care Administrative Assistant

Reports To: Child Care Center Director / Site Administrator

Special Program Notice

This position is eligible for the NCWorks On-the-Job Training (OJT) program. Candidates with strong administrative, customer service, business, clerical, or office-management experience who require structured training in North Carolina child care operations, DCDEE documentation, Brightwheel, enrollment procedures, or regulatory recordkeeping are highly encouraged to apply. A customized training plan may be developed to support successful transition into child care center administration.

Job Summary

The Child Care Administrative Assistant provides clerical, organizational, enrollment, financial, and compliance support to the Child Care Center Director and overall facility operations.

This position assists with maintaining accurate child and staff records, communicating with families, processing enrollment documentation, tracking attendance and tuition, organizing compliance files, answering telephone and electronic communications, and supporting daily front-office operations.

Under the NCWorks OJT framework, the selected candidate may participate in a structured training period designed to develop proficiency in North Carolina child care administrative procedures, DCDEE systems, Brightwheel, recordkeeping requirements, and center-specific policies and procedures.

The Administrative Assistant works under the supervision of the Center Director and does not independently assume Director-level licensing responsibilities unless separately qualified and officially designated to do so.

Essential Duties and Administrative Responsibilities

Administrative and Regulatory Support

Assist the Center Director with maintaining organized and current child, staff, licensing, and administrative records.

Prepare, organize, file, scan, and maintain documents required for center operations and regulatory compliance.

Assist with maintaining information in applicable DCDEE systems, center databases, Brightwheel, and other administrative platforms.

Review files for missing or expired documentation and notify the Center Director of records requiring follow-up.

Maintain confidentiality of child, family, employee, financial, and business information.

Assist with preparing documentation for licensing visits, sanitation inspections, monitoring visits, audits, and other regulatory reviews.

Maintain organized electronic and physical filing systems.

Assist with incident documentation, attendance records, medication forms, emergency contact information, and other required center records as directed by management.
Enrollment and Family Services

Answer incoming telephone calls, emails, messages, and general parent inquiries in a professional and courteous manner.

Greet children, families, visitors, vendors, and community partners entering the facility.

Assist with scheduling and conducting facility tours for prospective families.

Provide families with enrollment packets, tuition information, center policies, handbooks, and required forms.

Review enrollment packets for completeness and follow up with families regarding missing documentation.

Enter new child enrollment information into Brightwheel or other applicable center management systems.

Maintain current classroom rosters, emergency contact information, authorized pickup information, and family records.

Assist families with Brightwheel access, payment questions, attendance procedures, and general administrative concerns.

Support parent communication regarding center announcements, closures, events, enrollment requirements, and administrative reminders.
Financial and Business Office Support

Assist with posting, tracking, and documenting tuition payments.

Maintain accurate payment records and communicate outstanding balances to families as directed by management.

Prepare receipts, invoices, statements, and payment documentation.

Assist with subsidy documentation and other applicable child care payment programs.

Assist management with payroll documentation, employee time records, purchasing records, receipts, and expense tracking.

Maintain organized financial and purchasing documentation.

Support inventory tracking and ordering of office, classroom, food-service, and facility supplies.

Assist with basic spreadsheets, reports, data entry, and administrative reconciliation.
Personnel and Staff Record Support

Assist with preparing new-hire paperwork and employee onboarding packets.

Maintain organized employee personnel and training files.

Track expiration dates for required certifications, trainings, qualification letters, health documentation, and other personnel records.

Assist the Director with scheduling interviews, orientations, staff meetings, and required training.

Maintain staff contact lists, schedules, and administrative records.

Assist with collecting documentation required for employee files and regulatory compliance.

Maintain professional confidentiality regarding employee information and personnel matters.
Daily Center Operations

Support the Center Director with the daily organization and administrative operation of the center.

Monitor the front office and assist with visitor management and parent check-in/check-out procedures.

Assist with maintaining accurate daily attendance records.

Prepare correspondence, notices, flyers, reports, spreadsheets, forms, and other administrative documents.

Assist with coordinating transportation records, field-trip documentation, meal-service records, and other operational paperwork when applicable.

Maintain an organized, professional, and welcoming front-office environment.

Communicate urgent administrative, parent, staffing, or facility concerns immediately to the Center Director.

Perform additional administrative duties as assigned based on the operational needs of the center.

On-the-Job Training - NCWorks Framework

The selected employee may participate in an individualized OJT training plan for a designated training period.

Training may include:

North Carolina child care administrative procedures and terminology.

DCDEE recordkeeping and documentation requirements.

Use of applicable DCDEE online systems and administrative portals.

Brightwheel child care management software.

Child enrollment and withdrawal procedures.

Staff and child file organization.

Attendance and tuition tracking.

Subsidy payment and documentation procedures.

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