Administrative Assistant

Job Title: Administrative Assistant/Secretary
Reports to: Principal
Status: Non-Exempt

SUMMARY

Under direct supervision, the Administrative Assistant performs school-based duties associated with front office operations and provides administrative support to the principal and other school staff members. This role involves clerical responsibilities, document preparation, record-keeping, and general office support. The administrative assistant may act as a bilingual contact and provide support to guidance staff and/or clinic staff as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions are normal for this job but are not exclusive or all-inclusive. Other duties may be required and assigned.

• Greet all visitors at the school's front entrance in an inviting and welcoming manner and assist them with their visit’s purpose.
• Properly identify and register visitors using the Raptor System before granting authorization to enter the school building.
• Answer telephones, provide information, or direct calls/messages to appropriate personnel or entities.
• Respond to internal and external inquiries in a timely, accurate, and professional manner, representing the school positively. Direct inquiries to Admissions/Development.
• Provide administrative support to the principal and advise on potential problems or issues.
• Perform secretarial duties and clerical support for the school with minimal direction.
• Assist in coordinating general office procedures, including preparing, typing, and filing reports and correspondence.
• Produce and manage information, including transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Communicate professionally with staff members, management, volunteers, parents, students, vendors, and diocesan officials.
• Schedule meetings and appointments as requested by the principal or school staff.
• Maintain effective records and a filing system as directed by the principal.
• Verify daily attendance and reconcile entries, recording late arrivals and early dismissals.
• Distribute mail daily and ensure proper notification of delivered packages.
• Ensure all appropriate personnel are informed of developments and situations while maintaining confidentiality.
• Work directly with the principal to ensure effective communication between the school, parish, parents, and students.
• Provide administrative and secretarial support to all ICS staff members.
• Stay informed of upcoming events and provide basic information to parents, staff, students, parishioners, and the public.
• In the absence of medical personnel, dispense medication to self-administering students as required and maintain records of dispensed medication.
• Provide first aid to students as needed and assist sick children with contacting and/or locating parents or guardians.
• Oversee students waiting in the office for discipline, illness, or other reasons.
• Coordinate with the bookkeeper and principal for phone coverage, vacation coverage, daily breaks, and lunch coverage to ensure front office staffing at all times.
• Maintain confidentiality in all aspects of operations.
• Prepare reports by collecting information and data as requested by administration.
• Attend required meetings, gatherings, and events as determined by the principal.
• Contribute to team efforts by accomplishing related results as needed.
• Monitor and manage workload to ensure timely completion of all tasks.
• Perform other duties as assigned.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

CATHOLIC FAITH Requires an appreciation and respect for the Catholic Church and its teachings. Employees must behave consistently and supportive of the mission and purpose of the Church.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent.
• Two (2) or more years of progressively responsible experience in an office environment.
• Proficiency in Word, Excel, PowerPoint, Outlook, and Publisher.

OTHER SKILLS AND ABILITIES

• Strong knowledge of school policies, procedures, and operations.
• Highly organized with strong interpersonal skills.
• Ability to apply basic mathematical concepts such as addition, subtraction, division, and multiplication.
• Strong written and verbal communication skills with the ability to respond to common inquiries professionally.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently and use sound judgment with minimal supervision.
• Ability to remain calm and professional in stressful or emergency situations.

PHYSICAL REQUIREMENTS

• Ability to exert light physical effort, including occasional lifting, carrying, pushing, and pulling of objects up to 20 pounds.
• Ability to sit and stand for extended periods.
• Must be able to reach, grasp, feel, and see at varying distances.
• Must be able to communicate effectively verbally and in writing.