Child Care Administrative Assistant

Job Description

Job DescriptionBenefits:

• Competitive salary
• Flexible schedule
• Health insurance

The Child Care Front Desk Administrative Assistant serves as the first point of contact for families, guests, and staff. This vital team member ensures a welcoming and professional environment while managing daily administrative operations at the front desk. The ideal candidate has experience in child care settings, is familiar with Minnesota DHS Rule 3 regulations, and demonstrates exceptional communication, organizational, and customer service skills.
Key Responsibilities:


Front Desk & Guest Relations

• Greet all families, visitors, and staff warmly and professionally.
• Ensure all guests follow check-in protocols and safety procedures.
• Maintain a clean, organized, and welcoming front desk area.

Administrative & Operational Support

• Utilize Procare to manage child and employee attendance.
• Monitor and manage daily scholar sign-in/out and timecard records.
• Support child care enrollment and orientation processes for new families.
• Maintain and update center files in compliance with DHS Rule 3.
• Assist with monthly reporting, including attendance, food program, and administrative documentation.
• Track and submit food program meal counts in compliance with USDA guidelines.

Parent Communication & Empowerment

• Serve as a liaison between parents and the center, addressing questions and concerns promptly and professionally.
• Support Parent Empowerment efforts, including NAZ (Northside Achievement Zone) activities and family engagement events.
• Distribute and collect communication materials (newsletters, memos, surveys, etc.).
• Provide onboarding support and orientation materials to families.

Compliance & Record-Keeping

• Understand and uphold the dos and donts of DHS Rule 3 regulations.
• Support the Director in ensuring center-wide compliance with licensing standards.
• Monitor and maintain accurate records for staff timecards, scholar attendance, and required documentation.

Qualifications:

• High school diploma or equivalent; Associates degree or relevant certification in Early Childhood Education or Administration preferred.
• Minimum of 2 years experience in a child care setting or administrative support role.
• Familiarity with DHS Rule 3, child care best practices, and early learning environments.
• Experience with Procare or similar child care management software strongly preferred.
• Strong communication, customer service, and problem-solving skills.
• Ability to multitask in a busy front office environment with warmth and professionalism.