Job Description

School Administrative Assistant

Responsibilities 

• Promote and champion the parish/school mission; Love God. Love Others. Transform our world.
• Collaborate with pastor, principal, staff, and leadership in the ongoing development and implementation of the parish/school mission.
• Communicate a persistent and consistent message that aligns resources to most effectively and efficiently further the parish/school mission.
• Assists with School fees; tuition, lunch fees field trips and other fees. Collaborate with Parish Business Office.
• Maintains student permanent records, advancing grades, recording graduations, withdrawals, and new admissions.
• Maintain and update schedules for volunteers and or employees who work in the health room, playground or lunchroom. Manage and update sign ups and secure open positions. Assist when open positions are not filled.
• Maintain and update all student immunization records.
• Coordinate activities associated with audits testing and accreditation processes
• Laminate items as needed.
• Check main school office voicemail
• Answer phones
• Distribute notes, lunches, phone messages, etc. to students and teachers as needed during the day
• Helps maintain office copy machine
• Maintain the front door security
• Prepares and Updates the School Calendar
• Corresponds with companies regarding purchases and billing for supplies
• Prepares forms for the new school year (medical info, class lists, volunteer list, etc.)
• Registers new families
• Records yearly attendance totals for teachers and records on their attendance sheet
• Distributes medicines/first aid and maintains records
• Coordinates and orders supplies for the Art program/classroom.
• Works with yearbook company to obtain staff, student, and classroom pictures
• Coordinates volunteer appreciation activities
• Meets with principal on a regular basis
• Performs correspondence tasks for the principal when requested
• Assists the principal in scheduling and running safety protocols (fire drills, tornado drills, Lock Down, etc.)

Meetings and Organizations:
a. May participate in faculty, team, and in-service meetings.
b. Assists with preparation and may attend Back to School Night.
c. May attend Open House and Family Night during Catholic Schools Week.

Parish and School Core Competencies:
Follow the policies and procedures of the Parish and School as outlined in the employee handbook and other procedural manuals.
Abide by the Code of Conduct and ethical standards

Physical Requirements:
The employee is regularly required to sit, stand, walk, talk and hear.
The employee is frequently required to sit for extended periods; use hands; reach with hands and arms.
Close vision is required for paperwork and computers.
Able to utilize computer keyboard, monitor, and telephone.
This role functions in an office environment and uses standard office equipment.
Ability to lift 25 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is intended to describe the general nature and level of work being performed by the people assigned. It is not intended to be an exhaustive list of all responsibilities, activities, and skills required of the job and people in the job.

Qualifications

Qualifications

• Knowledge of the parish and school mission, ministries, and structure
• Ability to communicate well orally and in writing with students, families, staff, parish leaders and volunteers while using a collaborative work style
• Proficient in MS Office
• Relates well with children and parents
• Ability to organize and prioritize tasks
• At least 2 years' experience in an administrative role, preferably in a school.
• Associate/bachelor's degree in education or related field is preferred
• Ability to respond to children in all aspects; safety, movement, learning and interaction.
• Having completed or willing to complete the Safeguarding All God's Children certification

Compensation

Type

Notes

Additional Information

Start Date

2024-11-08

Location

Holy Apostles - New Berlin (M21)

Department

County

Waukesha

Job Category

Schools - Office/Clerical

Employment Type

Part Time

Notes

To Apply

Instructions

To apply, please submit letter of intent and resume to dfredrickson@hanb.org

Contact Name

Dana Fredrickson

Address

Email

dfredrickson@hanb.org

Phone

Fax

Job Tags

Permanent employment, Part time, New year, Night shift,

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