Delphos St. John`s Catholic Schools
Transcription
Delphos St. John`s Catholic Schools
Delphos St. John’s Catholic Schools Delphos, Ohio Allen County Posting Date: Closing Date: April 10, 2015 May 1, 2015 JOB DESCRIPTION Job Title: School Administrative Assistant Exemption Status: Non-exempt Primary Function: Under the direction of the Principal, is responsible for a variety of administrative support duties including secretarial and administrative support for several staff members including the principal, athletic director, guidance counselor, and teachers. Prepares reports and correspondence for the school and parish, greets visitors, schedules appointments, process mail, reports and memos, letters and registration information. The position requires pervious secretarial experience. Essential Duties and Responsibilities To support the general philosophy, policy and procedures of St. John’s Parish and School, “St. John’s Catholic School encourages everyone to learn and live a Christ-centered life, which makes our school a “tradition worth keeping.” Regular attendance is essential for this position – to be present on defined calendar days and at defined times. Supports the pastor and administration of the school on all levels, anticipating needs in order to carry out the mission of the parish/school. Consistently demonstrates a positive, friendly, respectful and caring attitude with colleagues and all one serves in word and deed; projecting a welcoming atmosphere to all who visit the offices. Answers the telephone, screens/transfers calls to appropriate personnel and uses discretion to greet/handle inquiries of all internal staff and outside guests in a friendly, courteous and professional manner. To maintain confidentiality in personal school matters dealing with the administration, faculty, parents, students, and anyone else. Directs internal staff and outside guests to appropriate person(s) according to their needs, necessitating empathy, tact, courtesy and diplomacy when dealing with all people. Responds to work assignments and projects generated by the school principal in a timely manner and provides regular status updates on projects and estimated timelines for completion. Compile information for 5th Day Enrollment Report to the Diocese. Compile Information for the state ADM-1 Report. Compile information for Non-Public School Data System. (NPDS) Compile and complete other parish and school reports as needed. Composes typed, accurate, concise and professional correspondences as assigned by the school principal; free from error and with good grammar and proper English; proofreads and edits materials; duplicates and distributes materials as necessary. Attends staff development programs, faculty meetings, in-services, and other professional growth workshops as appropriate. Continuing education will be required. Receives, opens, sorts and distributes mail. Prepares and packages all outgoing mail, including general mailings. Organizes work by reading and routing correspondence to teachers from parents, from parents to teachers, collecting information required by administration. A Tradition Worth Keeping Delphos St. John’s Catholic Schools Delphos, Ohio Allen County Posting Date: Closing Date: April 10, 2015 May 1, 2015 Maintains inventory and requisitions office supplies as needed; checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies through administration. Maintain mailing lists, labels and the school database and student files. Collect and safeguard fees and payments made to the school. Prioritize, coordinate and schedule calendar activities; and ensure accuracy of the calendar. Maintain sign-in logs as necessary including records and reports for St. John’s. Complete all attendance records (tardy, coming and going from apts.) and distribution of forms related to attendance and enrollment. Take calls, emails, etc. from teachers that may be absent. Contact substitute teachers when a teacher will be absent and reporting their time. Transfer of and enrollment of student forms. Help collect lunch money when necessary. Responsible for Office Petty cash. Does all filing in students’ accumulative folders (notes, letters home, test results, psychological, etc.). Operates office equipment, such as computers, copiers, fax machines and phone systems and follows office procedures/manufacturer instructions; arranges for repairs when equipment malfunctions. Have all appropriate forms copied and available for teachers when needed. Keep family files cards and family roster updated on DASL. Make sure that all beginning of the year forms are turned in and properly filed. Administering basic first aid to students and filling out accident reports if deemed necessary. Maintains a neat and organized work area. Will be evaluated by Principal Performs other related duties as assigned by the school principal. Education and Experience: High School Graduate, equivalent, or higher education required. Experience as a receptionist/administrative assistant in a small, medium, or large firm or equivalent experience is necessary, minimum of two years. May need to attend continuing education as required. Basic Qualifications: Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church. Must be in full communion with the church. Excellent communications skills in English; verbal and written. Excellent human relations and interpersonal skills; exercise courtesy to fellow employees; parents, students, and the general public. Must be a self-starter; well organized; perform multiple tasks simultaneously and work with a sense of determination. A Tradition Worth Keeping Delphos St. John’s Catholic Schools Delphos, Ohio Allen County Posting Date: Closing Date: April 10, 2015 May 1, 2015 Must have knowledge of administrative and clerical procedures and systems such as word processing, database, and spreadsheet applications (Word, Excel, Outlook, and Access), managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Ability to maintain confidentiality. Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel locally as required; weekend and overtime work may be required. Proficiency in computer technology to include word-processing, spreadsheets, power point and internet research; minimum typing skill of 40-50 wpm. Professional bearing; clean and neat personal appearance. Ability to successfully pass BCI/FBI background check. Certified in Protecting Youth and Those Who Serve Them or Shield the Vulnerable; Sign Expectations Form. Language Skill Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Skills Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Physical/Mental Requirements: Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment. 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. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The noise level in the work environment is usually moderate. Position may be required to attend some events in the evening. A Tradition Worth Keeping Delphos St. John’s Catholic Schools Delphos, Ohio Allen County Posting Date: Closing Date: April 10, 2015 May 1, 2015 RECEIPT AND ACKNOWLEDGEMENT I acknowledge that I have been given a copy of this position description. I have read it and understand it. I am responsible for complying with all position duties, requirements and responsibilities contained herein, and any subsequent revisions. This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. I understand and agree that the position description is presented as a matter of information only, and is not to be construed as a contract between Delphos St. John’s Parish and School and its employees. ______________________________________ Employee Printed Name ______________________________________ Employee Signature _____________________________ Date ______________________________________ Supervisor Signature _____________________________ Date A Tradition Worth Keeping