Executive Assistant

Hours: Part-time (20 hours per week), Monday through Friday, day shift. Additional hours may be available for qualified candidates interested in supporting classroom operations. Occasional evening or weekend attendance may be required for events and meetings.

Starting Wage: $15/hour, with potential for raises and annual bonuses based on performance.

Benefits: Paid Time Off if more than 35 hours per handbook; professional development assistance; employee discount; employees are encouraged to apply for available DHHS and PILOT program benefits.

About Community Early Childhood Center

The mission of Community Early Childhood Center is to provide a warm, nurturing, safe, and loving environment where self-concepts are enhanced, independence is encouraged, and individualities are respected. CECC believes children are our most valuable resource and strives to provide a safe, secure, and positive learning environment that supports the emotional, physical, social, and cognitive development of every child.

Community Early Childhood Center is a nonprofit childcare facility governed by a Board of Directors and Center Director. CECC has provided licensed childcare in Fort Dodge for more than 50 years and collaborates with community organizations and programs to provide high-quality, affordable childcare to local families.

About the Role

The Executive Assistant / Administrative & Financial Coordinator provides administrative, financial, compliance, and operational support to the Director and leadership team. This position helps ensure accurate records, effective communication, regulatory compliance, financial organization, staff support, and smooth daily operations of the center.

Essential Responsibilities

Administrative & Office Support

• Provide administrative and operational support to the Director and leadership team to ensure efficient daily operations.
• Manage communications, records, reports, correspondence, and confidential documentation.
• Coordinate meetings, events, staff communications, and special projects.
• Maintain office systems, supplies, technology, and administrative processes.
• Assist with parent communications, newsletters, social media, and community outreach.

Staff Records, Training & Compliance

• Maintain personnel, training, and compliance records, including IPower documentation, in accordance with retention requirements.
• Track required training, professional development, certifications, physicals, and other licensing or regulatory requirements.
• Coordinate employee onboarding, orientation, account setup, and training resources.
• Ensure staff documentation remains accurate, current, and compliant with licensing standards.
• Assist the Curriculum Coordinator with IQ4K documentation, applications, quality improvement initiatives, and advancement to higher levels.

Financial & Accounting Support

• Support accounts payable, accounts receivable, billing, payroll, deposits, and other financial operations.
• Enter, maintain, and reconcile financial transactions and records, ensuring accuracy and proper documentation.
• Maintain financial, payroll, and tax records in accordance with retention and compliance requirements.
• Assist with tax filings, Form 990 preparation, and other financial reporting obligations.

Brightwheel / ProCare / Attendance

• Maintain accurate student and staff attendance, enrollment, and timekeeping records within Brightwheel, ProCare, KinderTrack, and related systems.
• Process tuition contracts, enrollment forms, billing adjustments, and other required documentation.
• Support user accounts, device functionality, reporting, and basic technology troubleshooting.
• Monitor communications and ensure records remain accurate, organized, and up to date.

DHHS / Child Care Assistance

• Administer attendance tracking, enrollment monitoring, co-pay processing, and required documentation for DHHS and Child Care Assistance programs.
• Maintain accurate records and submit required documentation, worksheets, and compliance reports.
• Communicate program updates and enrollment changes to families as directed.

Communication & Center Support

• Assist with grants, community partnerships, and other initiatives that support the center's mission.
• Collaborate with the Director, leadership team, Board, staff, families, and community partners to support center goals and operations.
• Maintain strict confidentiality of all child, family, staff, and financial information.

Qualifications

· Administrative, childcare, education, customer service, or related experience is helpful but not required.

· Organized, dependable, and able to manage multiple responsibilities.

· Strong communication and interpersonal skills.

· Comfortable learning new technology and computer systems.

· Able to maintain accurate records and handle confidential information responsibly.

· Willingness to learn basic financial, compliance, and administrative processes.

· Positive team player who can work independently when needed.

· Committed to supporting children, families, staff, and the mission of Community Early Childhood Center.

Position Structure

This position reports to the Center Director and plays a key role in supporting the daily operations of the center. Working closely with the Director, leadership team, staff, and families, the Executive Assistant / Administrative & Financial Coordinator helps ensure efficient administrative, financial, compliance, and organizational processes. Responsibilities may be adjusted as the needs of the center evolve, and additional duties or special projects may be assigned as needed.

Pay: From $15.00 per hour

Expected hours: 20.0 – 40.0 per week

Benefits:

• Employee discount

Work Location: In person