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The Main Office Administrative Assistant is a full-time, (12-month), nonexempt, classified staff position (paid hourly) that reports to the Principals Administrative Assistant. The work hours are 6:30 a.m. to 2:30 p.m. (at the office by 7:00 a.m.) On occasion, this position will require some extended hours, nights, and/or weekend attendance fo events like August faculty meetings, new student orientation, Baccalaureate Mass, Commencement, Open House, etc.
The Main Office Administrative Assistant is responsible for greeting, guiding, and supporting all who come into the Main Office including parents, teachers, staff, administrators, students, and visitors. The assistant also provides administrative support to the Principal and Vice Principals as directed by the Principals Administrative Assistant.
ESSENTIAL JOB FUNCTIONS
Arranges for substitute teachers to cover classes when teachers are absent.
Receives same day substitution requests from faculty via email, voicemail or text messages. Must be available to receive faculty/VP of Instructions text messages starting at 6:30 a.m.
Schedules substitute teachers (contact inside faculty or outside approved substitutes).
Schedule and arrange substitutes for all planned absences (retreats, professional growth, athletic competitions, etc.)
Procures all necessary assignments and information for the absent teachers including but not limited to: lesson plans, class rosters, seating charts, special instructions, etc.
Submits hours for compensation to the business office on behalf of outside substitutes on a hard copy timesheet.
Main Office
Answers phone calls and responds to voice mails directed to the Main Office extension through the automated office phone system.
Greets visitors, parents, students, and guests and directs them as necessary.
Processes postage on any outgoing mail, opens mail and distributes to staff/faculty (main office and faculty mail/copier room).
Receives UPS, Federal Express, etc. boxes; notifies recipients, and coordinates delivery and/or pick up.
Processes Work Permits for students (regular).
Maintains records for field trips and field trip permission slips, files, returns or discards them as necessary.
Supports other departments and Main Office with administrative support as directed by the Principals Administrative Assistant..
Assists with projects (events, meals, etc.) as directed by the Principals Administrative Assistant.
Requirements
The Main Office Assistant must possess strong social skills, a welcoming demeanor, and the ability to multi-task in a fast-paced environment. This is the first point of contact for students, parents, alumni, and visitors to the school. Must be proficient in technology (Microsoft Office; Word, Excel, Google Suite; Documents, Sheets, Forms), school information systems Blackbaud, Canvas, and office/copy/fax machine operations, etc. Microsoft Publisher experience is helpful. Must maintain strict confidentiality and trust in handling sensitive student/parent matters, administrative concerns, and personnel issues. Position requires a valid CA drivers license and current auto insurance as regular off-campus travel occurs to pick up food event orders, supplies, etc. Physical ability to carry or move boxes, deliveries, catering/event items, etc. of up to 25 pounds. Applicant must pass a Live Scan test and must attend a Virtus/Archdiocese – Protecting Gods Children program. Weekend and evening hours are periodically required for student/parent events. Must pass an employment background and all required training and certifications. Bilingual preferred (but not required).
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.