Administrative Assistant

Administrative Assistant

St. Raymond School in Joliet, IL is seeking a full-time administrative assistant to begin in summer of 2026. Ideal candidates should have a joyful, positive presence, great customer service and strong organizational skills with attention to detail. The Administrative Assistant works in a busy and fast-paced school office environment that requires frequent interaction with students, parents, faculty, staff, and visitors. Flexibility, patience, and a welcoming demeanor are essential.

Position

Purpose:

Under the direct supervision of the Principal, the Administrative Assistant provides clerical, secretarial, and administrative support to the Principal and school staff. Responsibilities of this position focus primarily on customer service, clerical duties, data entry and analysis, organization, record keeping, and the efficient operation of the school office.

Essential Duties and Responsibilities:

• Customer Service Responsibilities
• Develop a positive, welcoming and caring climate in the front office
• Answer incoming phone calls in a pleasant, informed manner in order to provide a good image and first impression of the school
• Greet all incoming students, families, and guests respectfully and professionally, determining their needs and directing them to the proper person
• Evaluates situations for the purpose of taking appropriate action and/or of directing appropriate personnel to achieve conflict resolution.
• Check voice mail messages left in school's general mailbox on routine basis and distribute accordingly those messages needing immediate attention
• Be knowledgeable and current on school activities, programs, and events
• Select appropriate channels for resolving concerns or problems as situations present themselves
• Require all visitors to sign-in and identify themselves; provide appropriate passes and badges following policy and protocol
• Check students in and out- issue passes and monitor requests for early dismissals
• Assist in all aspects of maintaining a professional front office, including filing and copying of sensitive information
• Work closely with the nurse and administration regarding care for students, especially in emergencies
• Receive deliveries from outside supply and delivery services, arrange for distribution to the relevant department
• Make public address (PA) announcements as needed (general, security, weather, sports)
• Fulfill a lead role in managing safety drills and emergency situations that may arise.
• FACTS Management (SIS)
• Maintain and manage all student, family, enrollment, and attendance within the FACTS Student Information System; generate reports; support Family Portal users; process enrollment and re-enrollment; maintain student records; and assist administration with data analysis, reporting, and school operations.
• This includes, but is not limited to:
  Reconciling daily attendance and request notices for those unexcused, outstanding absences and send to teachers
• Entering and maintaining student demographic information
• Processing new student applications and enrollment records
• Managing re-enrollment for returning students
• Maintaining cumulative student files and records
• Processing student withdrawals and transfers
• Generating enrollment reports and statistics
• In addition, the administrative assistant will maintain faculty and staff records within the FACTS Student Information System, including employee profiles, user accounts, security permissions, teacher assignments, staff directories, reporting functions, and annual faculty data updates to ensure accurate school operations.
• Files
• Student Maintain and audit student cumulative files to ensure all required documentation is current, complete, and accurately filed
• Monitor student records for missing documentation and communicate with families and schools to obtain required information
• Process student records requests, including requesting records for newly enrolled students and transferring records to receiving schools in accordance with applicable policies and procedures
• Teacher Maintain and audit faculty personnel files to ensure all required documentation is current and complete
• Monitor compliance requirements and send notices regarding missing, expired, or updated documents
• Process faculty file requests, including the transfer, receipt, and organization of employment and credential records
• Clerical Duties and Reporting
• Receive and distribute miscellaneous materials such as school supplies, student lunches, forms, athletic equipment, etc. left with the front office for students by their parents, and/or others
• Copy and organize materials for administration
• Prepare routine correspondence, reports, records, and other office documents
• Add events to all calendars
• Distributes incoming mail as appropriate and manages outgoing mail and deliveries.
• Fulfills a lead role in managing safety drills and emergency situations that may arise.
• With Principal approval, prepare the necessary documents for any Title Funds available through the public school district.
• Prepares IWAS…