Administrative Assistant

Job Description

Job Description

About This Role

Part-Time: 18-25 hours a week; potential for additional hours with teacher/kitchen prep chef

At Craftsbury Saplings, we care deeply about children, about community, and about the world we’re shaping together. We’re a nonprofit, year-round early childhood center serving children ages 15 months to 5 years. Our program is grounded in joy, wonder, and deep respect for children’s social-emotional growth and connection to nature. Our program is growing, and we’re excited to welcome someone who wants to grow with us, with opportunities for position growth in the future.

Position Overview

Craftsbury Saplings Community Children’s Center is seeking an Administrative Assistant to work closely with the Executive Director and Program Director to support the organization's day-to-day administrative, financial, and human resources functions. This position plays a key role in maintaining efficient office systems, ensuring compliance with state licensing and employment requirements, family communication, and assisting with financial management. The ideal candidate is organized, detail-oriented, and enjoys working collaboratively in a mission-driven environment.

Key Roles & Responsibilities

• Support the daily administrative operations of the program, including filing, data entry, tuition-related family communication, and office organization.
• Update organizational documents, reports, and website content.
• Support the program to maintain student and staff records in compliance with Vermont Child Care Licensing Regulations and employment requirements.
• Support hiring, onboarding, employee benefits administration, and human resources documentation.
• Manage financial records in QuickBooks, process invoices and payments, assist with account reconciliations, and prepare family tuition billing.
• Submit reimbursement requests for Child Care Financial Assistance Program and Universal Prekindergarten.
• Assist with quarterly and year-end financial reporting and maintain accurate financial records.

Preferred Qualifications

• Strong organizational skills with attention to detail.
• Experience with office administration and customer service.
• Proficiency with Microsoft Office or Google Workspace; experience with QuickBooks is preferred.
• Ability to manage confidential information with professionalism.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and work independently.
• Experience in bookkeeping, human resources, nonprofit administration, or early childhood education is preferred but not required.
• A collaborative mindset, a flexible approach, and a commitment to fostering a friendly, supportive environment.

• Paid Leave
• Child Care Discount
• Flexible Schedule
• Paid Time Off: Up to 60 hours of PTO plus, 10 paid holidays annually, paid in proportion to regularly scheduled hours, as well as preplanned (non-holiday) and unplanned program closures.
• Community Benefits: Fitness membership and free meals at work.
• Meaningful work in a supportive, values-driven environment where you'll make a positive impact on families.