Administration Specialist Client Facing Application & HR Support

Job Description

Job Description

Benefits:

• Free uniforms
• Opportunity for advancement
• Training & development

Department: Billing/HR
Reports To: VP of Human Resources
Location: West Philadelphia 19131
Schedule: 9:00am-5:00pm

Overview:
The Administration Specialist will be a key point of contact for parents and families in the Robots and Mentors After School Program, supporting them via the Brightwheel application and assisting with Student Billing and Human Resources functions. This role will include overseeing onboarding and workflows for parents, as well as providing payroll processing support and administrative oversight of the ADP system for HR. The ideal candidate should be organized, detail-oriented, and capable of handling a variety of tasks across both client-facing and HR support functions.

Key Responsibilities:

• Parent Onboarding & Workflow Management (Brightwheel):
  • Assist parents with Brightwheel onboarding, ensuring smooth account setup and offering ongoing support for technical issues, payment processing, and child documentation.
  • Maintain and update parent and child records in Brightwheel , ensuring accurate attendance, payment, and program documentation.
• Client Support & Communication:
  • Answer phone calls and emails from parents, providing support with Brightwheel and escalating issues when needed.
  • Ensure clear documentation of client requests and follow up to ensure timely resolution.
• Human Resources & Payroll Support (ADP):
  • Assist with payroll processing by working within the ADP system, ensuring timely and accurate payroll runs for program staff.
  • Provide administrative oversight of HR processes within ADP , including employee data management, benefits, and timekeeping.
  • Support HR tasks such as onboarding, employee record maintenance, and other administrative HR functions as needed.
• Reporting & Documentation:
  • Generate and distribute program-related reports, including those for attendance, payment, and payroll data.
  • Ensure the accuracy and completeness of both Brightwheel and ADP records for internal reporting and operational needs.
• Project Management:
  • Lead or assist in small to large-scale administrative projects, including newsletters, program updates, and special events.
  • Collaborate with senior leadership to implement workflow improvements and ensure seamless operations for both Brightwheel and HR-related tasks.

Qualifications:

• High school diploma or equivalent required; Bachelors degree preferred.
• Experience with Brightwheel , ADP , or similar applications preferred.
• Strong communication, organizational, and multitasking skills.
• Proficiency in Microsoft Office Suite and email management.
• Experience with payroll processing and HR functions is a plus.

Desired Attributes:

• Tech-Savvy: Comfortable working with Brightwheel and ADP for both client and HR support.
• Detail-Oriented: Able to maintain accurate records and ensure smooth workflow management.
• Client-Focused: Dedicated to delivering excellent service to families and supporting HR processes.
• Organized: Able to balance multiple tasks efficiently and meet deadlines.