Preschool Clerical Assistant

Position Title: Clerical Assistant

Status: Temporary – Sept 2nd, 2025 – November 7th, 2025

Location: Paterson, New Jersey. Alternate between 2 schools, 0.5 miles apart

Hours: Mon–Fri, 8 am- 5 pm, 1-hour lunch (not paid)

Pay: $24/hr

Interview: In-person

Job Summary

Inclusive Preschool is looking for a skilled Clerical Assistant to support office operations and contribute to the organization's success. This position requires strong attention to detail, excellent organizational skills, and the ability to multitask effectively in a busy school environment. The Clerical Assistant will manage important documents and serve as a reliable support for staff and leaders, ensuring that daily tasks are completed efficiently and in line with the Preschool's mission.

Essential functions

• Champion the mission and values of the organization in all professional activities.
• Serve as acting supervisor in the Director’s absence, maintaining operational continuity.
• Handle inbound and outbound calls with professional and clear communication.
• Accurately take and distribute minutes during team meetings and staff gatherings.
• Maintain the State Certificate Bulletin Board, ensuring up-to-date compliance.
• Provide direct support to internal staff, including Maintenance Technician, Security Guard, Family Worker, and Food Handler.
• Create and maintain personnel files for new employees; ensure documentation is current, organized, and secure.
• Digitally scan and transmit employee documents promptly
• Ensure proper processing and adherence to USDA documentation for the Child and Adult Care Food Program (CACFP).
• Administer Emergency and Preparedness drills and document participation accordingly.
• Accurately record and submit staff attendance records to organizational administrators.
• Collect fees from 4C's participants, late payment penalties, and private program fees.
• Prepare and submit payment receipts and collected funds monthly
• Coordinate Picture Day logistics and support the Family Worker as needed.
• Draft and prepare correspondence, reports, memos ,and promotional flyers on request.
• Monitor office supply inventory and place orders to avoid shortages.
• Participate in in-service training, workshops, and scheduled staff meetings.
• Stay up to date on administrative procedures and policy changes affecting the organization.

Minimum Qualifications

• Clear and concise verbal communication skills.
• Clear, professional verbal interaction with stakeholders
• Proficiency in written communication for composing documents and reports.
• Excellent organizational ability for strong file and task management.
• Professional, Dependable, courteous, and team-focused demeanor 
• Capability of strong interpersonal relationships to collaborate effectively with diverse staff Time Management.      
• Prioritize duties and meet deadlines efficiently.
• Tech-savvy, strong computer literacy and confidence in using office software and digital tools.
• Prior experience in academic, administrative, marketing, or business management settings.
• Must demonstrate proficiency in technology and be skilled with digital communication and documentation tools.
• Background checks and fingerprinting required at no cost to staff.
• Proficiency in Microsoft 365 (Microsoft Word and Excel) and  Google Platforms.
• Strong ability to prioritize and manage time effectively to meet deadlines
• Polished presentation and strong organizational skills with exceptional attention to detail.
• Personable and able to work independently and within a group.
• Associate’s degree (is required), but a bachelor’s degree is preferred.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, height, weight, or any other characteristic protected under applicable federal, state, or local law. Applications from members of minority groups and women are encouraged.