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 school's 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 Pennsylvania's Act 153 of 2014 (No less than 1 year old.) As well as attendance at the online Protecting God's 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

[email protected]

EOE M/F/D/V