Administrative Assistant

Overview

Saint Joseph Catholic School is seeking a highly motivated, organized, and welcoming addition to our front office team.

Under direct supervision, the administrative assistant I performs school-based duties associated with front office secretarial functions and provides administrative support to the principal or other department director. The administrative assistant I operates at a complex clerical capacity and coordinates schedules and meetings, creates complex documents and reports, maintains filing systems, and provides general office support. May act as a bilingual contact and may provide support to Guidance staff and/or Clinic staff.

Job duties vary by departmental assignment.

• Authenticity:
  Conviction that God has called us to reflect our inner life of faith in daily living.
• Respect:
  Affirms each person’s God-given dignity and uniqueness.
• Courage:
  Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
• Commitment:
  Individually and collectively, we are steadfast to the team and its purpose.

• Writes and publishes school communications including outside marquee, sending weekly newsletter, and emailing/texting communications with families as needed.
• Places purchases for the school (supplies, book orders, etc.).
• Oversees office inventory (assigning and tracking keys, staff, volunteer, and visitor badges, etc.).
• Assists principal in the preparation of school's honor roll and other awards, invitations, and certificates; assists in graduation preparation.
• Assists principal with administrative tasks (teacher checklists, supply lists, scheduling interviews, organizing staff files, emergency drills, etc.).
• Checks in and checks out students, visitors, and volunteers.
• Oversees and inputs daily attendance and lunch orders.
• Coordinates school calendar and schedules school-related events.
• Prepares beginning-of-year items (emergency binders, phone lists, etc.).
• Completes the transmittal of transcripts and other official documents relating to domestic and international students.
• Schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings; makes travel arrangements; takes dictation and transcribes letters, minutes, and statements; answers and screens telephone calls; assists staff, visitors and others.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing the school in a positive light.
• Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
• Opens and distributes daily mail and determines its importance and priority; organizes work by reading and routing correspondence, collecting information, and initiating communication.
• Develops and maintains effective records and information management systems, including an accurate filing system.
• Completes requests by answering or referring inquiries via telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.
• Assists principal with coordinating coverage for faculty and staff.
• Professionally communicates and interacts with staff members, management team, volunteers, and diocesan officials.
• Maintains confidentiality and protects operations by safeguarding information.
• Contributes to the team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Performs all other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees…