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Full Job Description
St. Frances of Rome School is seeking a secretary/administrative assistant to provide secretarial and administrative support to the Principal and school faculty.
Job Functions in a typical day at SFR:
Serves as administrative support for assigned staff; represents school administrators and staff in providing information on organization-wide and individual school policies and procedures; serves as liaison between assigned staff and students, parents, outside agencies, and the community on a wide variety of school issues.
Coordinates and organizes a variety of activities; answers, screens, and routes telephone calls; takes and distributes messages; greets and directs visitors to the appropriate office or staff member; interacts with students, parents, and staff to answer questions, resolve problems, and provide information; responds to questions and complaints and refers questions and complaints to appropriate staff; and acts as a liaison to other School offices.
Composes, types, edits, and proofreads a variety of documents, including, but not limited to letters, forms, memos, bulletins, newsletters, administrative, statistical, financial, and staff reports, and correspondence.
Coordinates and participates in the preparation and maintenance of records, including expenditures, student and staff calendars, requisitions, purchase orders, and meeting notes; ensures accuracy and proper maintenance of records and files manually and in computerized information systems; reviews a variety of records, reports, and other documents for completeness and accuracy and resolves discrepancies as required.
Prepares, updates, and maintains a variety of school, staff, and student files and records; creates, updates, and maintains student cumulative records and emergency cards; files student attendance, testing, academic performance, disciplinary, work permits and other records in student files; prepares manual and computer logs of various documents and requests; retrieves, duplicates, and distributes copies of reports, forms, records, and documents as requested.
Enrolls and registers new students; inputs and activates student data in school system as needed; inactivates student system records and processes paperwork for students leaving the school; sends or requests student records and transcripts from other schools; processes transcript requests for current and former students.
Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, credit card statements, work orders, timesheets.
Monitors minor repair of facilities and equipment; ensures that all equipment and facilities are in a safe and operational condition.
Monitors, orders, receives, stores, and maintains adequate inventory levels of supplies and equipment.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Coordinates and schedules school events and activities, including field trips and other school functions; maintains school master calendars.
Assists with school and program budget planning processes; tracks and maintains school and program budgets.
Assists with curriculum and assessment duties; prints documents; receives and distributes testing materials and textbooks; enters student data into computer systems.
Maintains accurate reports and records of work performed and materials and equipment used.
Performs related duties as assigned.
Requirements
Ability to work and multi-task in a fast-paced environment.
Knowledge and experience with Microsoft Office 365 and databases (proficiency in Excel preferred).
Able to communicate with multilingual/multicultural parents and students.
Filing, copying, and preparing materials for workshops and meetings, organizing receipts and materials.
Experience with time management while working within a timeline for task completion.
Ability to exercise sound judgment, interpret and communicate policies and procedure, model norms of behavior that reflect high expectations.
Ability to work a flexible schedule inclusive of extended hours and some weekends.
Physical abilities including standing and sitting for extended periods, speaking/hearing, near and far visual acuity, normal field of vision, pushing/pulling, lifting, reaching, carrying, fine manual dexterity.
Letter of Introduction
Letter(s) of Recommendation (3 letters )
Proof of HS Graduation
Resume