Administrative Assistant, St. Catharine of Siena School

DIOCESE OF ALLENTOWN

St. Catharine of Siena Reading

Position Description

Job Title: Administrative Assistant

FLSA: Exempt

Job Status: Full Time

Reporting Functions: Reports to Principal; no reports

Job Function: Provides secretarial and receptionist duties for the main office. Duties include but are not limited to answering and directing all in-coming phone calls maintaining the daily attendance of all teachers and administrators maintaining school calendars and assisting with the summer student work programs.

Duties and Responsibilities:

• Serve as the private secretary to the Principal.

• Politely answer and direct incoming telephone calls to the appropriate faculty/staff member or student if necessary.

• Monitor and provide entry access for the schools main entrance; greet and assist visitors to the school; assist any faculty parents or students in the main office.

• Prepare forms letters and memorandums upon request; operate and maintain office machines/equipment.

• Distribute incoming mail/packages to appropriate staff members.

• Maintain the daily attendance of teachers and administrators; assist in the coordination of any necessary substitute teacher coverage.

• Maintain and update the Student Handbook both online and hard copies; maintain and update information packets utilized by the Admissions Director.

• Maintain the schools online cafeteria menu update monthly.

• Assemble and maintain information for school calendars both online and for monthly distribution to faculty/staff.

• Coordinate start of school year functions which includes but not limited to preparation of faculty/staff mailboxes; preparation of faculty substitute folders; ordering of office supplies; updating all forms to be included in the Start of School Year packets; assemble all Start of School Year packets needed.

• Prepare student transfer cards; notify faculty/staff of transferring students; maintain student records; maintain student confidentiality.

• Process all student field trip requests

• Coordinate tuition collection and any incidentals on FACTS.

• Coordinate FACTS SIS export and setup of classes for the school year.

• Assist with the coordination of office duties school logistics and calendar with the principal.

• Assist with the coordination of ordering office supplies instructional materials and general stationary needs of the school.

• Any other duties assigned by the Principal or his/her designee.

Additional Condition of Employment:

Due to the nature and mission of the Catholic Church all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Educational Requirements:

• A High School Diploma

• At least 5 years experience as a Secretary/Administrative Assistant preferably in a school setting.

Other Requirements:

• Knowledge in the operation of basic office equipment (copiers faxes etc.).

• Excellent computer skills; knowledge of Microsoft Word/Excel and other school-related programs; some web-site experience.

• The ability to communicate effectively both orally and in writing.

• Excellent organizational skills.

• The ability to multi-task and work in an environment with frequent interruptions.

• The ability to work independently and maintain confidentiality.

• A high degree of integrity loyalty and dependability and have a strong work ethic.

• Must have a valid drivers license.

Physical Demands: While performing the duties of this job employees are regularly required to sit walk and stand; talk or hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop kneel crouch or crawl lift and/or move up to 10 pounds. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data determining the accuracy and thoroughness of work and observing general surroundings and activities.

Working Conditions: Normal school office environment; full time 12-month position; hours may be between Monday to Friday 7:30 AM - 3:00 PM. May be required to work in excess of normal work hours to attend meetings or due to non-routine or emergency situations that may arise.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities duties and requirements.

Interested applicants must submit a cover letter resume clearances via iSolved Hire or to the following:

Principal Marcella Kraycik

Email:

EOE M/F/D/V