Job summary: The Administrative Assistant fulfills the mission of the Catholic school by providing general organizational support within the framework of the school’s philosophy, organization, and policies. The Administrative Assistant serves as the assistant to the principal by supporting the administrative needs of the principal and assigned office duties. The Administrative Assistant must be able to perform a wide variety of tasks while possessing good interpersonal skills, good typing skills and the ability to effectively communicate verbally and in writing. The person in this position must be able to maintain detailed records with confidentiality in all matters. The Administrative Assistant has decision making responsibilities within essential job functions, in keeping with school policies. The position is hired and evaluated by the principal.

Essential job functions:

• Supports and upholds the philosophy of Catholic education and the mission of the school

• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
• Abides by the Confidentiality Policy set forth in the Diocese Employee Handbook
• Abides by the school’s Faculty & Staff Handbook
• Provides comprehensive secretarial duties for the principal and school office
• Supports the principal in the preparation of documents, reports, and correspondence
• Supports the principal in their work with the Board, personnel, facilities , vendors, and volunteers
• Assists in maintaining the principal’s and school’s main calendar
• Maintains current and accurate records according to school policy
• Communicates effectively with students, parents, teachers, and other professionals
• Meets staff development guidelines as set forth by the Diocese/local administration
• Demonstrates professionalism in conduct, demeanor, and work habits
• Maintains a work schedule that maximizes availability to the school, students and staff
• Performs other duties as needed by the principal

Important job functions:

• Serves as a professional representative of the principal and school
• Communicates effectively with those in the school community
• Collaborates with peers to enhance the work environment and support organizational planning
• Provides administrative services for the school office
• Records clear and accurate phone messages
• Handles routine questions about school and diocesan policies
• Serves as the school’s health representative
• Serves as the school’s business contact
• Manages arrival of vendors

• Handles charging, invoicing and processing payments for after school fees, service hours and student billing in FACTS

• Reconciles all payments, invoices, reimbursement and credit card purchases

• Records attendance

• Prepares mail

• Distributes materials

• Maintains a variety of filing systems

• Monitors and orders office supplies

• General word processing

• Records and admits tardy students to class

• Records and maintains student absentee logs

• Updates and maintains student records

• Assists with preparation of student application and enrollment packet

• Assists with enrollment process

• Assists with preparation of information for the school’s weekly newsletter

• Provides assistance and instruction to school volunteers

• Greets and meets visitors

• Maintains communications with teachers during the school day

• Orders textbooks and maintains textbook inventory

• Process correspondence (i.e., thank you notes, memos, etc.)

• Keeps Administrative offices in a neat and orderly manner

• Attends required workshops

• All other duties as assigned by business manager, assistant principal, and principal

Minimum qualifications:

Education/Certification:

• High school diploma or equivalent

Experience

• Experience as secretary or administrative assistant

Knowledge, abilities, and skills:

• Knowledge of the basic teachings of the Catholic Church

• Knowledge of Microsoft Office applications
• Knowledge of use of office equipment
• Able to communicate effectively in both written and verbal form
• Able to work well with others in the school community
• Skill in handling multiple tasks simultaneously
• Skill in organizing and relating information in an understandable format
• Skill in job appropriate technology
• Skill in critical thinking and planning

• Skill in verbal and written translation of English/Spanish language

Working Conditions:

• Required to work some nights and weekends

• Required to manage high to moderate levels of stress
• Required to work a minimum of a full school day

• Required to work in standard office and school conditions

Mental/Physical Demands:

• Required to lift or carry office supplies, furniture, and equipment at a minimum of 35 pounds

• Required to maintain composure and avoid inappropriate displays of emotion

• Required to sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak on a daily basis

• Required to perform repetitive physical tasks such as computer keyboarding, writing, and reading

FLSA classification: Exempt ___X_Non-exempt (hourly)

School classification: _____Full-time _____Part-time

Employee Certification

All employees must adhere to the diocesan code of conduct and agree to represent the teachings of the Catholic Church when instructing or advising students, families, or other employees.

According to the Department of Labor, Texas is a “work at will” state. Letters of acknowledgement are not contracts, nor do they bind the employer or the employee to a pre-determined time or guarantee of employment.

By my signature below, I verify that a copy of this document has been provided to me and I have had an opportunity to review it and discuss its contents. I understand this document does not create or imply any employment contract or agreement, and is meant only to be a guide to me in my regular duties. I understand that tasks or assignments may be added or removed from the job description by my supervisor at any time, without prior notice.

Employee Signature_________________________________________ Date _____________

Supervisor Signature_________________________________________ Date _____________