Administrative Assistant, Notre Dame High School

DIOCESE OF ALLENTOWN

Notre Dame High School Easton

Position Description

Job Title: Administrative Assistant

FLSA: Non-exempt

Job Status: Full-time

Reporting Functions: Reports to School Principal

Job Function: Under the direction of the Principal performs a wide variety of clerical and secretarial duties. 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 coordinating communication between families and principal; faculty and staff parents students and general public; and performs other duties assigned.

Duties and Responsibilities:

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

• Schedule all transportation for students in cooperation with all sending school districts and Notre Dame High School.

• Organizes coordinates and schedules a variety of office activities to assist the Principal and administrative team with administrative tasks; prepare and accurately maintain a variety of reports records and files relating to students staff operations and activities.

• Prepares processes documents and materials (e.g. request for transportation enrollment/withdrawal daily attendance report cards home/school communication etc.) for the purpose of disseminating information to appropriate parties.

• Assists in the registration of students; completes enrollment information; establish students records and enter into computer; complete records for release of transfer of students.

• 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.

• Requisitions receives stores and distributes supplies and office materials; maintains materials and equipment inventory as assigned.

• Operates office equipment such as fax machine copiers use of computers for spreadsheet word processing database and other applications.

• Keep and maintains regular attendance record for students and staff.

• Provides information concerning school policies procedures actions activities and schedules as appropriate; maintains school calendar.

• Prepares school-home communications such as: back to school packets fliers reminders which may include the scheduling compiling typing paste-up printing and distribution.

• Any other duties assigned by the Principal or Vice Principal.

Additional Conditions 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:

• High School diploma or equivalency

• Two year demonstrated and successful experience as a secretary administrative assistant or office clerk preferably in a school setting.

Other Requirements

• Clear records of Pennsylvania State Police Criminal Record Check (PATCH) Pennsylvania Child Abuse History and Federal Bureau of Investigation Criminal Background Fingerprint Check as required under Commonwealth of Pennsylvanias Act 153 of 2014 (No less than 1 year old.) As well as attendance at the online Protecting Gods Children class and Mandated Reporter Training.

• Excellent organizational skills including the ability to set priorities meet deadlines and work efficiently with frequent disruptions.

• Must be dependable and punctual.

• Must be courteous tactful and maintain strict confidentiality.

• Ability to work efficiently and communicate effectively orally and in writing with school personnel administrators students parents and the general public.

• Computer proficiency required (Microsoft spreadsheets and database management); along with the ability to skillfully operate office equipment

• Must have knowledge of school and diocesan policies in order to process information and follow correct procedures.

• Must exhibit a high degree of integrity loyalty and dependability and have a strong work ethics.

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.

Physical Demands: While performing the duties of this job employees are regularly required to sit stand walk and stoop. Must be able to talk and hear both in person and by telephone. Use of hands to perform standard classroom duties and use office equipment is required. Reaching and lifting up to 10 pounds is also required. Vocal communication is required for expressing or exchanging ideas by the means of 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 setting full-time position 35 hours a week 1 hour unpaid lunch; 7:45 am 3:00 pm. May be required to assist with special duties and work outside the normal school day to attend school-related events.

Interested applicants must submit a cover letter and resumes to be submitted to iSolved or the following:

Principal Jaclyn Friel

EOE M/F/D/V

Required Experience:

Junior IC