School Age Child Care Administrative Assistan

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living and social responsibility. This position supports the work of the Y by providing administrative, customer service, enrollment, billing, attendance, data, and operational support for YMCA school-age childcare and out-of-school programs. The Office Assistant maintains accurate records, supports communication with families and staff, assists with compliance and grant reporting, and helps ensure department deadlines and procedures are met. This position does not independently make final eligibility, financial, curriculum, or program decisions.

1. Provides excellent, courteous, and responsive service to families, members, staff, school partners, and community members in person, by telephone, and by email.

2. Serves as a primary contact for questions regarding registration, schedules, fees, forms, attendance, program locations, and family communication tools; escalates complex or sensitive concerns appropriately.

3. Processes registrations, enrollments, transfers, withdrawals, waitlist updates, and participant status changes in Playground and other approved YMCA systems.

4. Reviews enrollment and participant information for completeness and accuracy and follows up when corrections are needed.

5. Supports billing and payment workflows, including registration fees, recurring charges, schedules, discounts, account follow-up, and payment documentation; refers to disputes, refunds, collections, adjustments, and exceptions for authorization.

6. Maintains accurate daily and weekly attendance, sign-in/sign-out information, participation hours, and student records in Transact and other required systems.

7. Monitors attendance and participation data for 21st CCLC, CCDF, and other program requirements; identifies missing or inaccurate information and communicates needed corrections.

8. Compiles participation and family engagement information for grant, program, end-of-term, and annual reporting.

9. Maintains organized, accurate, and confidential participant, family, staff, volunteer, licensing, and program records in accordance with YMCA and regulatory requirements.

10. Assists with compliance documentation, data audits, staff credential and training tracking, and preparation of reports and summaries.

11. Prepares rosters, attendance sheets, emergency-contact information, authorized pickup lists, and other required forms for program locations.

12. Supports staff scheduling, timekeeping, onboarding, training logistics, calendars, meetings, shared files, templates, and other program operations.

13. Drafts routine correspondence, reports, forms, newsletters, reminders, and other materials for program leadership.

14. Coordinates timely operational communication among program leadership, site staff, school partners, families, finance staff, and other YMCA departments.

15. Supports family engagement, Annual Campaign activities, fundraising initiatives, and community events through registration, communication, materials preparation, attendance tracking, and follow-up.

16. Prioritizes work and meets enrollment, billing, attendance, payroll, licensing, grant, and reporting deadlines across multiple program locations.

17. Identifies recurring questions, data issues, and workflow gaps and recommends practical improvements to the Director of Youth Development.

18. Attends designated training courses and staff meetings and maintains required knowledge of YMCA systems, policies, and procedures.

19. Performs other duties assigned, including general office, phone, front desk, and program support.

• High school diploma or equivalent required; additional coursework or credential in business administration, office technology, education, child development, social services, or a related field preferred.

• At least one year of administrative support, customer service, data entry, childcare, education, nonprofit, or related experience preferred.

• Strong computer skills, including Microsoft Office or Google Workspace, spreadsheets, email, databases, online forms, and the ability to learn YMCA systems such as Playground and Transact.

• Strong attention to detail and ability to maintain accurate records, reconcile information, and meet deadlines.

• Excellent interpersonal, written, verbal, and problem-solving skills.

• Ability to organize competing priorities, work independently within established procedures, and collaborate across multiple sites and departments.

• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive participant, family, employee, academic, health, financial, and emergency information.

• Ability to meet all YMCA, licensing, background-screening, and role-specific training requirements.

• Work is primarily performed in an office environment and includes extended computer use, telephone communication, detailed data entry, and frequent interaction with families and staff.

• Requires the ability to manage interruptions while maintaining accuracy and confidentiality and to operate standard office equipment.

• May occasionally require moving files, supplies, or program materials weighing up to 25 pounds.

• Travel to YMCA childcare sites, schools, meetings, trainings, or family events may be required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions