Administrative Assistant

Administrative Assistant – Full-time

St. Raymond School in Joliet, IL is seeking a full-time administrative assistant to begin in the summer of 2026. Ideal candidates should have a joyful, positive presence, excellent customer service skills, and strong organizational abilities. The role is situated in a busy school office environment that requires frequent interaction with students, parents, faculty, staff, and visitors.

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

• Develop a positive and welcoming front‑office climate.
• Answer incoming phone calls in a pleasant, informed manner to present a good image of the school.
• Greet all incoming students, families, and visitors, determining their needs and directing them to the appropriate person.
• Evaluate situations and take appropriate action or direct personnel to resolve conflicts.
• Check and distribute voice‑mail messages from the school’s general mailbox.
• Maintain knowledge of school activities, programs, and events.
• Select appropriate communication channels to resolve concerns or problems.
• Require visitors to sign in, identify themselves, and provide passes or badges following policy.
• Check students in and out, issue passes, and monitor requests for early dismissals.
• Assist in maintaining a professional front office, including filing and copying sensitive information.
• Coordinate with the nurse and administration regarding student care, especially in emergencies.
• Receive deliveries from outside suppliers and arrange for distribution to the relevant department.
• Make public‑address announcements as needed (general, security, weather, sports).
• Lead the management of safety drills and emergency situations.

• Maintain all student, family, enrollment, and attendance records within the FACTS Student Information System.
• Generate reports and support Family Portal users.
• Process enrollment, re‑enrollment, withdrawals, and transfers.
• Manage faculty and staff records, including employee profiles, user accounts, security permissions, teacher assignments, staff directories, reporting functions, and annual updates.
• Reconciling daily attendance and sending absences to teachers.
• Enter and maintain student demographic information.
• Generate enrollment reports and statistics.

• Maintain and audit student cumulative files.
• Monitor records for missing documentation and communicate with families to obtain required information.
• Process student record requests, including new enrollments and transfers to receiving schools.

• Maintain and audit faculty personnel files.
• Monitor compliance requirements and send notices regarding missing, expired, or updated documents.
• Process faculty file requests, including transfers, receipts, and organization of employment and credential records.

• Maintain and monitor VIRTUS records for faculty, staff, and volunteers.
• Track training completion, background checks, and certification renewals.
• Generate compliance reports to support school and diocesan audits.

• Receive and distribute materials such as school supplies, student lunches, forms, and athletic equipment.
• Copy and organize materials for administration.
• Prepare routine correspondence, reports, and other office documents.
• Add events to all calendars.
• Distribute incoming mail and manage outgoing mail and deliveries.
• Prepare documents for Title Funds approval by the Principal.
• Prepare IWAS reports under the Principal’s direction.

• Assess student injuries or medical complaints when the nurse is absent.
• Contact parents if necessary.
• Add medical event information to the FACTS student profile.
• Dispense medications if required.

• Maintain the school’s lost and found box.
• Coordinate with local bus companies to secure buses for class field trips.
• Order milk…