Job Description
Position Type: Administrative Assistant/School Secretary
Date Posted: 6/18/2024
Location: St. Mary Nativity Catholic School
Date Available: 08/01/2023
Closing Date: Posted until filled.
Diocese of Joliet-in-Illinois Catholic Schools
2024-2025 School Secretary/Receptionist - Part-time
St. Mary Nativity Catholic School; Joliet, IL
Position available: August 1, 2024 JOB SUMMARY Under the direct supervision of the principal or other office administrators, the School Secretary / Receptionist will provide clerical, secretarial and administrative assistance to school administrators; convey information regarding school functions and procedures; and will enthusiastically support the broad array of services provided to students, parents, instructional, and support employees.
Essential Functions - Exhibits proficiency in using Microsoft Office Suite. (Outlook, PowerPoint, Excel, 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, and parents.
- Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees and parents regarding activities, and events.
- Assists in planning and scheduling school events and activities, and in maintaining calendars of school and student events.
- Assists in maintaining documents, files, and records for the purpose of providing up-to-date references.
- Assists in tracking purchase orders, tracks deliveries of books and supplies, and maintains accurate inventory records.
- Assists in maintaining inventories of supplies and materials for the purpose of ensuring item availability.
- Responsible for entering and maintaining all data into the FACTS program.
- 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.
- 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/or providing direction
- Assisting with general first aid and health needs of our students. (Training will be provided if necessary).
Additional Duties Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning 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 personal computer's copy machines, fax machines, and telephones.
Knowledge, Skills, and Abilities - 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; this includes school 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, etc.).
- Ability to problem solve job-related issues.
- Ability to work harmoniously with a diverse group of individuals.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain confidentiality in regard to information about administrators, students, employees, clergy, and others.
- Organizational and time management skills.
- Knowledge of office management procedures.
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 skill and knowledge for successful performance would be qualifying.
Typical qualifications would be equivalent to:
- High school graduate required.
- An associate's or bachelor's degree is a plus.
- Successful experience with office management principles is preferred.
- This individual must be an independent self-starter with an impeccable work ethic.
- Must be a person of great faith who enjoys working with people and is committed to serving as the 'face' of the school.
- Practicing Catholic is preferred.
To Apply for this Position 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, if applicable/obtained
- 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! Diocese of Joliet
Job Tags
Part time, Outdoor,