Responsibilities
To assist in the registration process by:
- Preparing registration forms for the upcoming school year.
- Answering telephone inquiries from prospective clients about the program and program availability
- Setting up schedule for tours for prospective clients and handling tours if the School Director is unavailable.
- Maintaining accurate registration records.
- Processing returned forms, cheques, etc. and following up with missing items, keeping accurate records of same.
To assist in the financial record keeping by:
- Preparing and processing all bank transactions, including going to the bank when necessary.
- Inputting direct deposit entries through Rotessa.
- Reconciling financial accounts with the use of QuickBooks and preparing monthly reports, e.g. Profit and Loss, Balance Sheets, for presentation.
- Collecting extended hours forms each month and preparing invoices for parents.
- Inputting tax receipt data in January and June.
- Keeping record of staff hours of work.
- Ensuring that the school takes advantage of all funding opportunities offered by The Regional Municipality of York and the Ontario government.
To assist with the organization of special events and field trips:
- Based on the approved schedule for the year, book outside contractors such as field trip destination, buses, etc.
- Manage registration for any special events and field trips and communicate as necessary.
- Preparing and posting snack lists for special events.
- Keeping accurate records of returned forms and monies received for fundraising events such as hot lunch program.
- Arranging food for the school including pizza delivery.
To assist with the organization of parent meetings and graduation ceremonies by:
- Preparation of forms and documents required at parent meetings.
- Organization and provision of refreshments served at parent meetings and graduation ceremonies.
- Preparing graduation diplomas and year end slideshow.
- Preparing the graduation programs with input from the teachers and School Director.
- Setting up the auditorium for parent meetings and graduation ceremonies.
To assist with the general administration of the school by:
- Answering telephone calls, ensuring that a swift response/action is provided to all parties.
- Checking student files to ensure that all relevant information is up-to-date and submitted.
- Phoning in supply orders and putting away supplies.
- Assisting in the organization of supplies in the kitchen cupboards and storage room.
- Posting articles on bulletin boards.
- Upkeep of all files in the school, including all membership lists and waiting lists in accordance with legal requirements.
- Assisting with the creating of the monthly newsletter and calendar.
- Preparing and distributing attendance records weekly and bi-weekly.
- Attending monthly Executive Board meeting.
- Attending staff meeting and recording the minutes.
To ensure that all regulatory requirements are maintained by:
- Tracking staff regulatory compliance requirements to ensure that they are all current and valid.
- Ensuring that all staff and any ECE students review school policies at the commencement of employment/placement and annually thereafter or as required.
- Ensuring that the school’s policy statements are adhered to.
- Booking professional development workshops for staff as required.
- Ensuring that the rules and regulations in the Child Care Early Years Act are being implemented.