School Administrative Assistant (Secretary)

Job Summary

Job Title: Administrative Assistant to the Principal of All Saints Catholic School

Supervisor: The Administrative Assistant is under the supervision of the Principal of the school.

Status: Full-time parish employee 36 hours per week (may include hours on the weekend(s) and/or evening(s), 11 months, school holiday/holy day observance.

General Description: This person provides administrative and general office services for all aspects of the school office and supports the principal. Work hours are scheduled to meet the needs of education programming and the school calendar.

Job Responsibilities

• Provide administrative assistance to the school principal.
• Establish and maintain databases and filing systems for the school office and for school students
• Organize and implement all aspects of student registration including:
  • Emergency forms
  • Volunteer forms,SCRIP forms, etc.
  • Organize class schedules and rosters
  • Update all forms and perform all typing duties
  • Update and organize school family lists
  • Organize and prepare mass mailings
• Type, proofread letters, and develop the school newsletter for email along with other types of correspondence
• Update and maintain school EduConnect webpage as directed
  • Update family and student records on EduConnect
  • Print report cards and labels for report card envelopes
• General Office and Administrative Tasks:
  • Assist in collection of tuition, send reminders to parents, keep record of payments
  • Greet those who call or visit and respond to requests with hospitality
  • Maintain confidentiality
  • Assist in meetings
  •  Assist in recruiting and coordinating volunteers as needed
  • Track all expenses and purchases
  • Maintain and update records of teachers’ professional development hours
  • Type up and submit announcements for parish bulletin
  • Assist in planning and executing safety drills
•  Provide organizational support
  • Inventorying, ordering and maintaining office supplies and equipment
  • Prepare for Masses, meetings, events, and other gatherings
  • Plan and coordinate teacher dinners, pick-up food
  • Collect classroom inventory reports from all classrooms at the end of the school year and order supplies
    
    

• Excellent interpersonal skills to warmly greet faculty, staff, visitors, students, and parents in person or when answering the phone or responding to emails.

• Administrative skills to organize and handle office duties in efficient manner

• Exceptional oral and written communication skills to communicate in a friendly and professional manner with staff, faculty, students, parents, volunteers, and visitors

• Conflict management skills that focus on preserving relationships

• Planning skills for activities and events

• Basic math skills

• Software/word processing skills

Job Requirements

The candidate will possess at minimum a high school diploma or GED. Demonstrated administrative experience and organizational skills to handle multiple tasks. Proficiency in using a personal computer with knowledge in MS Word, Excel, Publisher and preferably EduConnect. Excellent communication skills employing professional tact, diplomacy, and flexibility. Able to honor and maintain confidentiality. Be in compliance with Protecting God’s Children.