Administrative Associate

**Job Summary**:
The Administrative Associate will be responsible for supporting multiple Early Learning Site Supervisors, as well as the Operations and Finance Teams, in managing the day-to-day administrative and operational responsibilities across various sites (approximately 5 dedicated sites per Administrative Associate). This role includes travelling to the assigned sites to prepare payroll, scheduling, billing & collections, licensing & compliance, and to ensure effective communication with parents and staff. The Administrative Associate will also be responsible for ensuring that the centers operate smoothly by effectively managing administrative paperwork, maintaining accurate records, and providing support in various operational and financial areas, as required.

**Duties and Responsibilities**:

- Review timesheets on a weekly basis for accuracy, ensuring all staff time and absence entries reflect the original schedule, or providing explanations otherwise.
- Final review and approval and/or locking of timesheets on a bi-weekly basis per the Pay Period schedule, ensuring timely and accurate records for the Payroll team.
- Set up transfer / replacement staff payroll codes, training codes, PD banks, etc., as required.
- Support the Early Learning Site Leaders in preparing employee scheduling across multiple sites, adjusting for absences and last-minute requests.
- Ensure scheduling is aligned with the needs of the site while maintaining ratios and budget constraints.
- Work with external partners and internal staff to ensure accurate financial records in accordance with requirements.
- Utilize tools like Digibot to streamline billing processes and manage attendance effectively.
- Manage effective Collections for outstanding childcare fees, ensuring timely resolution while maintaining positive parent relationships through clear communication and support.
- Maintain up-to-date records for staff certifications, children's files, and emergency binders.
- Ensure compliance with local regulations, including health and safety requirements, and handle necessary paperwork in a timely and efficient manner (e.g., incident reports, medication plans).
- Ensure all policies and procedures are kept up to date with the latest revisions across different platforms, such as binders, folders, electronic versions, etc.
- Coordinate with other Administrative Associates and / or the Operations Manager to manage waitlists, intake processes, and ensure that all parent communications are clear and professional.
- Ensure communication with personnel is accurately documented and in line with Agency guidelines.
- Offer administrative support to staff, ensuring they have the necessary resources and guidance to fulfill their roles.
- Monitor certification expiration dates and ensure staff are registered for renewals.
- Maintain complete and up to date staff records, and ensuring all documentation is properly handled with a copy forwarded to HR or uploaded to Digibot, as appropriate and in accordance with confidentiality protocols.
- Assist with logístical support for the programs and site offices, including purchasing supplies and managing inventories, manually and through an automated procurement system.
- Ensure prompt delivery of packing slips and purchase receipts to the Finance dept.
- Ensure the program adheres to operational guidelines and budgets, and regulatory standards.
- Oversee the timely and accurate completion of required administrative documentation, including incident reports, meeting records, and staff communications.
- Assist in handling internal requests and tasks such as organizing storage rooms, filing, and maintaining policy documents.

**Qualifications**:

- Bachelor’s degree or College diploma in Business Management or Office Administration required.
- Other formal education in Finance or Accounting, HR, Logistics or Education (ECE or school) will be considered as an asset.
- Proven experience in administrative roles within childcare or similar sectors.
- High level of organizational skills with impeccable attention to detail.
- Ability to manage multiple sites, prioritize tasks and meet deadlines.
- Advanced Proficiency in Office 365 apps (Word, Excel, Outlook, etc.), scheduling, payroll and procurement software, including Client Management Software like Digibot.
- Knowledge of licensing and compliance requirements within the childcare industry.
- Bilingualism (French and English) is required at specific sites (in francophone schools / locations), whereas bilingualism is considered a strong asset in our English centres.
- Strong communication, interpersonal, and problem-solving skills.

**Required Skills/knowledge**:

- Vaild class G driver’s licence and / or access to reliable mode of transport to efficiently travel between assigned childcare centres.
- Familiarity with Ontario's Child Care and Early Years Act (CCEYA) and related regulations.
- Understanding of licensing requirements and compliance standa