Administrative Assistant

Brief

Job Description:

Our Administrative Assistant will work in the Main Office alongside the school Office Manager and plays a pivotal role in ensuring the smooth and efficient operation of the administrative functions of our school. This multi-faceted role involves managing and overseeing various office tasks critical to the school’s daily operations. This role is the face of the school and will help foster a welcoming and safe school environment.

• Effective time management skills
• Demonstrate positive and professional communication with staff, parents, students, and other guests & visitors
• Strong verbal and written communication skills
• Solid technology skills to help with data and time management
• Ability to work with a team

• Perform a wide range of administrative and office support activities to facilitate the efficient operation of the school
• Maintain a welcoming, professional atmosphere in the main office. Greet and assist visitors, parents, and students in a friendly manner.
• Answer and direct phone calls to the appropriate staff members
• Manage and distribute incoming and outgoing mail
• Maintain a clean and organized reception area
• Handle inquiries and provide information about the school and its programs
• Provide administrative support to school leadership and staff with strict confidentiality
• Coordinate appointments and meetings
• Maintain and update student, staff, and volunteer records in compliance with privacy regulations
• VIRTUS Administrator: monitor all VIRTUS accounts for staff and volunteer compliance; call references as needed; and other related tasks
• eSchool Data – student records and registration; retrieve and print reports and transcripts as needed
• Maintain school database and manage tuition accounts through FACTS; set up yearly tuition plans and fees; conduct weekly billing for after school charges; monitor past-due accounts; and assist with reconciling the general ledger
• Organize and track fundraising accounts and financial aid; including coordinating with the Bison Fund
• Complete and file various mandated state, federal, and diocesan reports
• Monitor and submit payroll to meet established deadlines
• Work with school Office Manager to ensure a smooth enrollment and registration process
• Assist the Principal with managing Donor Perfect and Give Smart systems.

• High School Diploma, GED, and/or Associate’s Degree; additional education or certification in office management / administration is a plus.
• Previous Clerical Experience is preferred, but not required.
• VIRTUS certified and background checked (can be completed during the hiring process)
• Experience working with young children

• Proven experience in front desk reception and office management roles;
  Excellent communication and interpersonal skills;
  Proficient in Google Suite / Applications, eSchool, and Microsoft, and basic office software;
  Strong organizational and multitasking abilities;
  Understanding and commitment to the mission and values of a Catholic elementary school;
  Ability to maintain strict confidentiality and handle sensitive information with discretion;
  Flexibility to adapt to changing priorities and responsibilities

Salary
:
Starting at $19.00 per hour

* Other duties as assigned. Positions and duties may be changed in order to meet the needs of the school.