Preschool Office Assistant

Job Description

Job Description

Benefits:

• Flexible schedule
• Training & development

Bilingual Preschool Office Assistant

Reports To: School Director
Position Type: Part-time, 10-month (aligned with school calendar; includes after-school hours)

The Preschool Operations Assistant plays a flexible and essential role in supporting the preschool’s day-to-day functioning. This position provides office support, and serves as classroom coverage or substitute when needed. Working hand-in-hand with the Office Manager and Director, the Office Assistant helps ensure smooth school operations, effective communication with families, and compliance with daily school policies. Expectation of standard school day schedule with additional extended-care hours. Spanish is a big plus.

Responsibilities & Duties

Office & Administrative Support and School Operations

• Collaborates with the Director and Assistant Director to manage school operations.
• Handle scheduling for staff attendance, meetings and school events and activities. Bonus if familiar with Google Calendar.
• Communicate with parents by phone, email and in person. Spanish bi-lingual preferred
• Generate letters, notices, and school correspondence
• Assist with ordering, organizing, and distributing school supplies.
• Enforce and support policies regarding visitors, student pick-up, early dismissals, and other rules pertinent to daily school operations.
• Maintain student files/records in compliance with licensing and district standards.
• Greet and assist families, staff, and visitors at the school office. Serve as a first point of contact for parents, staff, and visitors - providing information and support.

• Assist with planning and running schoolwide events, family engagement nights, special activities and extended care and summer programs.
• Participate in professional development, trainings, and staff meetings.
• Serve as a flexible team member, stepping into different roles as needed.

After-Care Program Supervision

• One hour of coverage for the after-care program, including all planning and supervising of children and activities to encourage safety, creativity and positive social development. 
• Manage attendance, daily routines, and snack distribution.
• Communicate with parents about after-care expectations and student needs.
• Ensure compliance with state licensing and provider program guidelines.

Classroom Coverage & Substitute Duties

• Provide classroom coverage during staff absences, breaks, or professional development.
• Follow classroom instructions and assist with daily routines including meals, rest time, and outdoor play.

Family Engagement & Support

• Build relationships with families and encourage active involvement in child’s education.
• Conduct family intake interviews, needs assessments, and follow-up outreach.
• Facilitate family meetings and events. Align with district family engagement goals.
• Encourage parent participation in classroom activities, conferences, and program decision-making.
• Refer families to appropriate community resources (health, housing, employment, mental health, etc.).

Attendance & Outreach

• Monitor student attendance and follow up promptly with families regarding absences.
• Provide outreach to families struggling with attendance, including phone calls, meetings, and home visits.
• Work with families to remove barriers to consistent attendance.

Compliance & Reporting

• Maintain accurate and confidential records of family contacts, referrals, and attendance interventions.
• Enter data into district or state systems (NJCCIS or designated platform) as required.
• Prepare reports for the preschool director and district for audits and monitoring visits.

Collaboration

• Partner with teachers and Director to align family engagement efforts with curriculum.
• Collaborate with the district and community partners to support families.
• Attend district training, meetings, and professional development as required.

Qualifications

• High School Diploma or equivalent (required); Associate’s or Bachelor’s degree in Early Childhood, Education, or related field preferred.
• Experience in early childhood education, childcare or school office support is a plus.
• Substitute Certification or CDA required.
• Strong organizational, multitasking, and communication skills.
• Proficiency in basic computer applications: Google Suite, Genesis, ClassDojo, Canva.
• Ability to maintain confidentiality and adapt quickly to changing needs.
• Must pass NJ fingerprinting, background checks, and meet health and safety clearance requirements.
• CPR/First Aid certification (or willingness to obtain).
• Spanish