Administrative Assistant - Lower School

Description

Job Summary

The Administrative Assistant fulfills the mission of the Catholic school by providing general organizational support within the framework of the school’s philosophy, organization, and policies. The Administrative Assistant serves as the assistant to the principal by supporting the administrative needs of the principal and assigned office duties. The Administrative Assistant has decision making responsibilities within essential job functions, in keeping with school policies. The position is hired and evaluated by the principal.

Ministerial Character

Catholic schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations. Pastors, presidents, and principals serve as leaders of the schools to make Christ's mission present and enduring in the schools. In order to fulfill Christ's mission, the school leaders employ suitable, chosen collaborators, sharing with them Christ's mission and entrusting to them various responsibilities.

Positions employed in this School help extend the ministry of the School leaders in particular ways as outlined in the job description. The employee in this position is closely connected to and assists the School leaders in the performance of their ministry and, therefore, engages in ministry for the Church.

Essential Duties

• Supports and upholds the philosophy of Catholic Education and the mission of the school and church.

• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.

• Supports and adheres to the Code of Conduct and policies and procedures of the school, parish, and diocese.

• Maintains confidentiality regarding school matters.

• Communicates effectively within the school community.

• Collaborates with peers to enhance the work environment.

• Maintains a work schedule that maximizes availability to the school, students, and staff.

• Demonstrates professionalism in conduct, demeanor, and work habits.

• Meets staff development guidelines as set forth by the Diocese/local administration.

• Supports administrative staff and their work as needed.

• Ensures school entrance, foyer, and front office area are clean and welcoming.

• Supports office needs by serving as the receptionist for the school, greeting and welcoming visitors and parents, covering the 

        telephone, and maintaining visitor log.

• Screen incoming calls for the leadership team, take reliable messages, and route to the appropriate staff

• Screen incoming calls for faculty, take reliable messages, and route to appropriate staff (staff will schedule their own 

        conferences and meetings with parents.)

• Monitors security cameras.

• Maintains accurate student and staff attendance records.\; Including tardies and early pick-up from school.

• Is aware of daily school activities and calendar including field trips and special events to communicate where students are 

        located throughout the day.

• Contacts families to determine why a child is absent if they have not called in to report the absence.

• Coordinates with the administration regarding teacher substitution and provides paperwork to substitutes.

• Maintains current and accurate student records according to school policy

• Serve as point of contact for school pictures, school record requests, copier and laminator maintenance and supplies.

• Supports the distribution of school orders and inventory when received.

• Receive, sort, and distribute mail and other documents to appropriate staff.

• Monitor bell system for accurate schedule.

• Distributes medication and handles basic health needs in the absence of the school nurse.

• Maintain uniform closet.

• Collect funds and paperwork from parents as directed.

• Assist with administration with set-up and clean-up for various events as directed.  

• Coordinate back-to-school supply lists with teachers and submit the compiled list to the campus administrator. 

• Facilitate mass production of employee manuals.

• Perform other duties as assigned by administration.

Requirements

 Knowledge, Skills, and Abilities

• Knowledge of the basic teachings of the Catholic Church 
• Knowledge of Microsoft Office applications
• Knowledge of use of office equipment
• Able to communicate effectively in both written and verbal form 
• Able to work well with others in the school community
• Skill in handling multiple tasks simultaneously
• Skill in organizing and relating information in an understandable format
• Skill in job appropriate technology 
• Skill in critical thinking and planning

Minimum Qualifications

Education

• High school diploma or equivalent

Experience

• Experience as secretary or administrative assistant

Certifications and Training

• Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 30 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of employment.