Position Type: Administrative Assistant/Administrative AssistantDate Posted: 6/18/2024Location: St. Mary Nativity Catholic SchoolDate Available: 08/01/2024Closing Date: Open until filledDiocese of Joliet-in-Illinois Catholic Schools 2024-2025 Administrative Assistant - Full-time St. Mary Nativity Catholic School; Joliet, IL Position available: August 1, 2024 Position Purpose Under the direct supervision of the Principal, the Administrative Assistant will provide clerical, secretarial, and administrative assistance to the Principal and school staff; convey information regarding school functions and procedures to the school community; and will enthusiastically and graciously support the broad array of services provided to students, parents, teachers, and support staff. Responsibilities of this position will be to focus primarily on customer service, clerical duties, data entry and analysis, and communication. Customer Service Responsibilities
- Handle the school office phone and doorbell from 7:00 am and throughout the day until 3:00 pm.
- Serve as an integral part of the office staff; assisting with parent and student concerns with compassion and efficiency, keeping in mind that he or she is representing the school.
- Greet and interact with staff, students, and parents in a positive manner.
- Serve as a key member of the school's Crisis Response Team.
Clerical Duties and Data Entry & Analysis Work with teachers and personnel to prepare documents, including inventory sheets and requests for new orders for supplies, textbooks, and other purchases for the school. This process may include the preparation of purchase orders, credit card requests, etc. for approval by the Principal.
- Manage registration procedures
- Handle any problem with purchases to the point of resolution.
- Enters student learning data as directed and prepares analytical reports.
- Assist the Principal in managing Frontline Applicant Tracking postings and applications.
- Fulfills a lead role in managing safety drills and emergency situations that may arise.
- With Principal approval, prepare the necessary documents for any Title Funds available through the public school district.
- Prepares IWAS reports under the direction of the Principal.
- Perform other duties as assigned by the Principal and/or Pastor.
Communication
- Communicate with Business Office and Rectory personnel as necessary.
- Communicate with staff and parents using FACTS and other communication vehicles used by the school.
- Handle correspondence with teachers as directed.
Essential Functions
- Exhibits proficiency in using Google Suites (Docs, Sheets, etc.).
- Demonstrates proficiency in learning and using FACTS, the school's parent communication platform.
- Maintains strict confidentiality in all matters related to administrators, students, staff members, and parents.
- Prepares, copies and distributes notices, memoranda or other correspondence.
- Assists in planning and scheduling school events and activities, and in maintaining calendars of school and student events.
- Assists in maintaining documents, files, and personnel records.
- Assists in tracking purchase orders and deliveries of books and supplies.
- Maintains accurate inventory records.
- Assists in maintaining inventories of supplies and materials.
- Answers the phone and door and warmly greets and assists visitors to the office; including students, parents, substitutes teachers, CSO staff, and others.
- Answers telephone calls in a courteous manner and provides accurate information and assistance to callers.
- Obtains substitute teachers.
- Work with local bus companies to secure busses for class field trips
- Distributes incoming mail as appropriate and manages outgoing mail and deliveries.
- Evaluates situations for the purpose of taking appropriate action and/or of directing appropriate personnel to achieve conflict resolution.
- Registers new students, making sure forms are completed; obtains transcripts and other documentation as needed; and enters data into computer systems regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
- Responds to inquiries from students, parents and employee by providing accurate information, facilitating communication among parties, and providing direction.
- Schedules school tours and maintains a database of prospective school families.
- Follows up with a personal thank-you note after a prospective school family tours the school.
- Writes and edits articles for the Parish Bulletin for approval by the Principal and Pastor.
- Assists with fundraising, marketing, enrollment, and recruitment activities.
- Understands and adheres to tenets of the Roman Catholic Church.
- Maintains a lifestyle, both within and outside of the school environment that is in full accord with Church teachings.
Additional Duties Performs other related duties, as assigned by the Principal or Pastor, to ensure the efficient and effective operation of the school. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility. Equipment Uses standard office equipment such as computers, copy machines, fax machines, and telephones. Knowledge, Skills, and Abilities
- Knowledge of office management procedures is required.
- Keen organizational and time management skills are essential.
- Ability to describe problems and to respond orally or in writing to his/her supervisor as required.
- Ability to retain composure and to refrain from being caught up in workplace drama.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work. (Administrators, office staff, Pastors, Priests, staff members, parents, and students).
- Ability to carry out instructions furnished in written or oral form.
- Ability to add, subtract, multiply and divide, and to perform basic arithmetic operations.
- Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, Google docs, electronic mail, etc.).
- Ability to problem solve and take necessary actions in the absence of the Principal.
- Ability to work with a diverse group of individuals.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain confidentiality of information regarding administrators, students, employees, clergy, and others.
- Ability to take initiative and is proactive in getting work done.
Physical and Mental Demands, Work Hazards
- While performing the duties of this job, the employee may frequently be required to sit, stand, walk, talk, hear, see, feel with hands, reach with arms, walk up or down multiple flights of stairs, and be physically able to perform duties as assigned, including the ability to lift up to 20-30 pounds if needed.
- Works in standard office and school building environments but also has ability to work outdoors during outdoor student activities.
Qualification Profile Any combination of education and experience providing the required skills and knowledge for successful performance would be qualifying.
- Bilingual in English and Spanish is required.
- High School diploma is required, associate or bachelor's degree is desired.
- Successful experience with office management principles and procedures is preferred.
- The candidate must exhibit a passion for and commitment to the success of the school.
Work Schedule This is a full-time (benefited) position. This is a 11-month position; work hours are 7:00am to 3:00pm Monday through Friday on days when school is in session with additional evening/weekend hours as requested for school events. Complete an online Diocese of Joliet Catholic Schools Office Frontline Applicant Tracking application. Additionally, the following documentation is required to be uploaded/submitted with your online application to be considered further:
- Current Resume
- Official Transcripts
- ISBE ELIS Educator Credentials: Professional Educator's License (PEL) including endorsement(s), if applicable/obtained
- References
This may be accessed at the following link: Applications will be reviewed as they are received. Incomplete or paper applications will not be considered. We are excited to review your interest in this position!