Office Assistant

Job Description

Job Description:\n\n Preschool Office Assistant\n Job DescriptionPosition Summary\n At PB Schools, we are committed to providing exceptional early childhood education in a loving, nurturing, safe, and professional environment. Every member of our team plays an important role in creating a positive experience for our children, families, and staff.\n We are seeking a friendly, dependable, organized, detail-oriented, and flexible Preschool Office Assistant to support the School Director in the daily administrative operations of our preschool.\n The ideal candidate must possess excellent communication and organizational skills, strong time management abilities, sound judgment, and the ability to remain calm and professional under pressure. This individual must demonstrate initiative, maintain confidentiality, follow established policies and procedures, and willingly assist wherever needed.\n This is an administrative support position, not a management position. The Office Assistant works under the direction of the School Director and is expected to support the Director, staff, children, and families while respecting established roles, responsibilities, and the chain of command.\n Classroom coverage and direct care of children are essential responsibilities of this position whenever assigned.Essential Duties and Responsibilities\n 1. Administrative and Office Support\n \n \n Assist the School Director with assigned administrative duties and daily office operations.\n \n Complete assigned responsibilities accurately, efficiently, and within established deadlines.\n \n Maintain organized, accurate, and up-to-date student records, files, and documentation.\n \n Assist with enrollment paperwork, attendance records, family communications, and other administrative tasks as assigned.\n \n Utilize the school's childcare management system and other office technology accurately and efficiently.\n \n Answer telephone calls, respond to inquiries, and communicate professionally with families, staff, and visitors.\n \n Assist with preparing and maintaining documentation required for licensing, inspections, and regulatory compliance.\n \n Demonstrate excellent time management skills, including the ability to prioritize tasks, manage interruptions, and meet deadlines.\n \n Maintain a clean, organized, and professional office environment.\n \n Follow through on assigned responsibilities without requiring repeated reminders.\n \n 2. Customer Service and Family Relations\n \n \n Greet every child, parent, visitor, and staff member with a warm, friendly, and welcoming attitude.\n \n Create a positive first impression that reflects the school's commitment to exceptional care and education.\n \n Communicate with families in a courteous, respectful, and professional manner.\n \n Demonstrate patience, compassion, and understanding when addressing questions or concerns.\n \n Remain calm, composed, and solution-oriented when handling difficult situations or multiple competing demands.\n \n Maintain appropriate professional boundaries with families and employees.\n \n Direct complaints, sensitive concerns, and matters requiring management decisions to the School Director or appropriate leadership.\n \n Represent the school positively and professionally at all times.\n \n 3. Classroom Coverage and Child Supervision\n Classroom coverage is a required and essential part of this position.\n The Office Assistant must understand that although their primary responsibilities are administrative, they remain an important part of the school's classroom support team.\n \n \n Be willing and able to work directly with children in classrooms whenever needed or assigned.\n \n Provide classroom coverage to maintain required staff-to-child ratios, assist during staff absences, breaks, transitions, and other operational needs.\n \n Perform the responsibilities of a classroom teacher when assigned and appropriately qualified.\n \n Demonstrate genuine love, patience, compassion, and respect for children.\n \n Follow classroom schedules, curriculum expectations, behavior guidance policies, and established safety procedures.\n \n Maintain active supervision of children at all times.\n \n Follow all attendance, name-to-face accountability, and child safety procedures.\n \n Work cooperatively with classroom teachers and provide assistance without disrupting established classroom routines.\n \n Respond positively and promptly when asked to provide classroom coverage, even when administrative work must be temporarily adjusted.\n \n The Office Assistant must recognize that working in the office does not eliminate their responsibility to assist in classrooms. Classroom coverage is an expected part of the position and must be approached with the same professionalism, enthusiasm, and commitment as administrative duties.\n 4. Early Childhood Education and Curriculum Support\n \n \n Demonstrate strong knowledge of early childhood development and developmentally appropriate practices for children from birth through age five.\n \n Understand the importance of implementing the school's established curriculum with consistency and fidelity.\n \n Be knowledgeable about age-appropriate teaching strategies, classroom activities, learning environments, and developmental expectations.\n \n Understand the developmental needs of infants, toddlers, and preschool-aged children.\n \n Support teachers in carrying out established classroom routines and curriculum activities when providing classroom coverage.\n \n Demonstrate appropriate child guidance techniques that promote positive behavior, emotional development, and respectful interactions.\n \n Model nurturing, patient, compassionate, and developmentally appropriate interactions with children.\n \n Follow the school's curriculum and instructional expectations while working in classrooms.\n \n Develop and maintain proficiency in the school's adopted CLASS Assessment, Frog Street Curriculum and Conscious Discipline approach.\n \n Recognize and communicate concerns regarding inappropriate teaching practices or curriculum implementation to the School Director.\n \n Support a positive learning environment that promotes children's social, emotional, cognitive, language, and physical development.\n \n 5. Judgment, Decision-Making, and Professional Boundaries\n \n \n Demonstrate sound judgment and the ability to make responsible decisions within the scope of assigned responsibilities.\n \n Remain calm, professional, and solution-oriented during unexpected situations, stressful circumstances, and emergencies.\n \n Recognize situations requiring immediate action, including concerns involving child safety, supervision, health, or licensing compliance.\n \n Take appropriate immediate action to protect children and promptly notify the School Director or designated leadership.\n \n Understand which decisions may be made independently and which require approval from the Director or other authorized leadership.\n \n When the Director is absent, continue fulfilling assigned responsibilities while following established procedures and the chain of command.\n \n Understand that the Director's absence does not automatically give the Office Assistant supervisory or management authority over other employees.\n \n Treat all staff members respectfully and cooperatively without assuming authority, directing staff outside assigned responsibilities, or creating unnecessary conflict.\n \n Communicate concerns regarding employee performance, conduct, or compliance to the Director rather than independently disciplining or confronting staff.\n \n Exercise discretion, professionalism, and good judgment in all interactions.\n \n 6. Licensing, Compliance, and School Policies\n \n \n Develop and maintain a working knowledge of applicable Florida childcare licensing rules and regulations.\n \n Understand and consistently follow all school policies, procedures, and operational standards.\n \n Assist the Director in maintaining accurate documentation required for licensing and regulatory compliance.\n \n Recognize and immediately report potential health, safety, supervision, or compliance concerns.\n \n Follow all established child supervision, attendance, and safety procedures.\n \n Complete required training and participate in ongoing professional development.\n \n Assist in maintaining a safe, compliant, and high-quality preschool environment.\n \n 7. Confidentiality and Professional Conduct\n \n \n Maintain strict confidentiality regarding children, families, employees, financial information, and school operations.\n \n Access and share confidential information only as authorized and necessary to perform assigned duties.\n \n Exercise discretion and sound judgment when handling sensitive matters.\n \n Refrain from workplace gossip, inappropriate discussions, and unprofessional behavior.\n \n Demonstrate honesty, integrity, professionalism, and respect in all interactions.\n \n Follow the established chain of command and communicate concerns through appropriate channels.\n \n Support the Director and school leadership while maintaining professional and respectful relationships with all staff.\n \n 8. Reliability, Flexibility, and Teamwork\n \n \n Demonstrate excellent attendance, punctuality, and dependability.\n \n Arrive on time, prepared to work, and ready to fulfill assigned responsibilities.\n \n Adapt positively to changing schedules, priorities, and operational needs.\n \n Demonstrate flexibility in transitioning between administrative responsibilities and classroom duties.\n \n Be willing to open or close the school when properly trained and specifically authorized by leadership.\n \n Follow all established opening and closing procedures, including applicable safety, supervision, and security requirements.\n \n Manage time effectively and maintain productivity while balancing multiple responsibilities.\n \n Accept constructive feedback positively and make necessary improvements.\n \n Work cooperatively with the Director, teachers, and other team members.\n \n Demonstrate initiative while respecting the responsibilities and authority of others.\n \n Attend and actively participate in all required staff meetings, training sessions, and professional development activities.\n \n Promote a positive workplace culture built on respect, teamwork, accountability, and a shared commitment to children.\n Qualifications and Requirements\n \n \n Must possess and maintain an active Florida Staff Credential.\n \n Florida Director Credential preferred; candidates without this credential must be willing to obtain one within a timeframe established by the organization.\n \n Previous experience in a licensed childcare center or preschool environment preferred.\n \n Strong knowledge of child development and developmentally appropriate practices for children from birth through age five.\n \n Understanding of early childhood curriculum implementation, including age-appropriate learning experiences, instructional strategies, and classroom routines.\n \n Knowledge of Frog Street Curriculum and Conscious Discipline preferred, with the expectation that the employee will become proficient in the school's adopted curriculum and behavior guidance approach.\n \n Ability to effectively implement the school's curriculum and demonstrate nurturing, developmentally appropriate interactions with children when providing classroom coverage.\n \n Knowledge of Florida childcare licensing regulations, or the willingness and ability to learn them.\n \n Must meet all applicable Florida childcare personnel requirements, including background screening and required training.\n \n Strong organizational skills with exceptional attention to detail.\n \n Excellent time management skills and the ability to prioritize competing responsibilities.\n \n Ability to remain calm, composed, and professional under pressure.\n \n Sound judgment, strong problem-solving skills, and the ability to make appropriate decisions within established guidelines.\n \n Flexibility and willingness to adjust responsibilities based on the needs of the school.\n \n Excellent verbal and written communication skills.\n \n Friendly, welcoming, professional, and customer-service-oriented personality.\n \n Ability to multitask, manage interruptions, and meet deadlines without sacrificing accuracy.\n \n Proficiency with computers and willingness to learn childcare management software and other technology.\n \n Ability to follow directions, work independently on assigned tasks, and recognize when leadership approval is required.\n \n Must be willing and able to work in classrooms and directly supervise children whenever needed or assigned, while meeting applicable personnel requirements.\n \n Demonstrated reliability, punctuality, professionalism, and a strong work ethic.\n \n Ability to maintain confidentiality and exercise discretion.\n \n Ability to work cooperatively with staff without assuming supervisory authority.\n \n Willingness to attend all required meetings and training sessions.\n \n Willingness to open or close the school when properly trained and authorized.\n Performance Expectations\n The successful Office Assistant will consistently demonstrate:\n \n \n Accuracy: Completes work carefully, thoroughly, and with attention to detail.\n \n Dependability: Maintains reliable attendance, arrives punctually, and follows through on commitments.\n \n Professionalism: Communicates respectfully and represents the school positively.\n \n Accountability: Accepts responsibility for assigned duties and follows established expectations.\n \n Teamwork: Willingly assists the Director and teaching staff without assuming management authority.\n \n Initiative: Recognizes tasks that need attention and takes appropriate action within the scope of the position.\n \n Flexibility: Readily transitions between administrative duties, classroom coverage, and other operational needs.\n \n Good Judgment: Makes thoughtful, responsible decisions and recognizes when matters must be escalated to leadership.\n \n Composure: Remains calm, professional, and solution-oriented during stressful or unexpected situations.\n \n Commitment to Quality: Consistently upholds the school's standards for safety, education, customer service, and professionalism.\n Reporting Structure and Authority\n The Preschool Office Assistant reports directly to the School Director.\n This is an administrative support position and does not carry independent supervisory or disciplinary authority over employees.\n During the Director's absence, the Office Assistant is expected to maintain daily office responsibilities, follow established procedures, exercise sound judgment within authorized limits, and communicate with designated leadership when decisions or situations exceed their authority.\n The Office Assistant may carry out specif