Posted 6/15/2021
Job Title:
School Administrative Assistant
Hours:
Full time
Parish:
Church of St. Mary
201 E. Illinois Road
Lake Forest, IL
Description:
General Duties and Responsibilities: The Administrative Assistant is hired by and is directly accountable to the Principal. The Administrative Assistant agrees to abide by the established policies and procedures of the Archdiocese of Chicago as well as the policies and procedures of the School of St. Mary. The Administrative Assistant cooperates with the principal and staff in providing a professional environment that promotes the ministry of Catholic education. The Administrative Assistant performs administrative and secretarial support necessary to accomplish objectives established by the Principal; adapts to the variety of responsibilities; presents a positive image in contacts with parents, guardians, community, staff and students; handles confidential matters relating to students, student and financial records, parents, staff and any other school related issues with security and professionalism. The Administrative Assistant must possess strong computer skills and the ability to apply these skills effectively and efficiently. In the absence of the school Principal, the Administrative Assistant reports to and is accountable to the Assistant Principal and/or Dean of Students.
The duties of the Administrative Assistant include but are not limited to:
• Organize and maintain an organized professional working environment. • Responsible for cleanliness and organization of school office and teachers’ work area.
• Extend welcome to visitors, school families and students both in person and on the phone in a polite, courteous and professional manner.
• Maintain confidentiality and discretion regarding office matters, student records, and everyday activities in a trustworthy manner.
• Complete work accurately within the expected timeframe.
• File office materials promptly and consistently in a timely manner.
• Answer phone calls promptly and courteously, relaying information accurately and completely in a timely manner.
• Accept duties related to the position that assist the Principal.
• May be given various other assignments and projects consistent with the responsibility level and general duties of an Administrative Assistant.
• Provide assistance for parents when needed or asked.
• Provide assistance for staff when needed or asked.
• Ability to communicate effectively, both orally and in writing.
Administrative:
• Purchasing: Order supplies with prior Principal approval. Verifying status of supplies that are purchased and delivered. Maintaining inventory of school and office supplies, including paper. Ensures that there is always an adequate supply of office forms. Coordinates compilation and ordering of teacher new school-year classroom textbooks, supplies, etc. with Principal approval.
• Review school invoices, obtain purchaser review and approval, obtain Principal approval and forward to Business Office for payment.
• Complete deposit forms and include with all cash/checks forwarded to the Business Office.
• School calendars (Google Calendar): School of St. Mary yearly calendar. The principal/teacher school year meeting calendar. The online school calendar. Weekly calendar for teachers. Communicates and coordinates with Parish Office any school calendar changes.
• Maintenance of copy machines in the teachers’ work area: Manage routine maintenance for copy machines. Contacts service for copier issues. Orders copier toner and supplies.
• Office/school files/records (paper and electronic): Maintains files in an orderly and timely fashion. Audits files regularly. Purges files according to protocol. Visitor/volunteer sign-in procedures.
• Archdiocese of Chicago Office for Catholic School reports: Archdiocese of Chicago school calendar. Office of Catholic Schools fall survey. Help with any additional Archdiocese of Chicago requests.
• Illinois State Board of Education reports: Yearly - Application for participation in the Federal Milk program. Monthly - Reporting of participation at UGC & PGC in milk program. Yearly - Nonpublic Registration, Enrollment and Staff report. Yearly - Nonpublic School Application for Recognition and Calendar. Oversee the completion of health recording by the school nurse.
• Substitute teachers: Contacting substitutes for teachers that are absent. Maintaining accurate paperwork for all substitutes hired. Create solutions for classroom coverage when substitutes are unavailable. Arrange coverage for teachers when they are called into meetings and conferences. Maintain and update substitute teacher list.
• Student school records – PowerSchool (Student Information System): Maintain class lists. With the Admissions Director and School Administration, perform enrollment procedures. Maintain records on student attendance in PowerSchool. Contact parents whose children are absent and have not been called in or are unknown. Transfer/record requests (via fax, email, or mail). Maintain records. Audit files annually.
• Building security: Front door monitoring. Assist with Fire, Tornado, and Lock Down drills and other safety procedures.
• Coordinate School Calendar with the Hot Lunch Program: Coordinate dates of school lunch times with lunch service provider. Contacts lunch service provider with any change in school calendar affecting lunch as soon as possible.
• Administer the Milk Program: Submitting monthly milk counts with ISBE for PGC & UGC. Contacting milk delivery with needs. Obtaining Milk count.
• School Issued Student Device Assistance: Create tech repair/service tickets with SBTC for student devices. Issue student devices and update inventory tracking.
Communication: Assist the Principal with daily communication to teachers and students through announcements, emails, etc. Answers phones and screens calls for the Principal. Answers phones for teachers or staff as needed, and when able, takes messages or transfers the call to the appropriate party or voicemail. Responds to callers and visitors by providing general information and assistance with regard to School activities and procedures. Notifies teachers when parents request homework for the day. Prepares correspondence and reports using various word processing, database and spreadsheet software on a school issued computer. May draft correspondence for the Principal’s signature, or send out correspondence in her own name on behalf of the Principal. Opens and sorts mail for the UGC. Relays school incidents/concerns/needs to the Principal. Communicates with parents answering emails through sosmadmin@schoolofstmary.org. Assist Parents’ Association with communication to school parents regarding meetings, news and events. Assist the School of St. Mary Student Council with communications and mailings for news and events. Communicate with bus company to schedule transportation during school year for field trips, all-school Masses, holidays, ½ days or early dismissal days, and any other school schedule changes. Get messages to students about transportation and/or changes in after school plans.
Supportive First Aid: Provide first aid to student/staff/volunteer needs for medical attention. Collect and maintain injury/accident reports. Contact parents of students when needed. Dispense and record medications given to students.
Act as a liaison between school maintenance personnel and school staff, faculty and parents.
Assists the Principal with setup and preparation of meetings such as reservation of facilities, equipment, etc.
Provides an appropriate level of hospitality to visitors and meeting attendees, including arranging for coffee and/or other refreshments when required or instructed by the principal.
Responsible for students dropped off at school before the school day begins.
Responsible for students not picked up by parents after school.
Requirements:
Requirements and Preferences
Education: High school graduate, GED or equivalent.
Experience: Minimum of three years of related School Office experience or equivalent combination of formal education and related work experience.
Skills: Strong knowledge of PowerSchool preferred Strong knowledge of Microsoft Office Strong experience in Google Suite (Email, Calendar, Drive). Excellent written and verbal communication skills and the capacity to manage multiple tasks and activities.
Compliance with Safe Environment Requirements. Understands the operation and mission of Catholic education.
Other Preferred: Practicing Catholic.
Special Directions:
Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”
External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”
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