Job description
JOB GOAL:
Under general supervision, to provide complex administrative support to the Principal; maintain registration, school accounting, and tuition records; oversee the school side of the Protecting God’s Children Program; disseminate information to staff, parents, students and the community as needed; and to do related work as assigned.
QUALIFICATIONS:
- Computer background and knowledge of skills including Microsoft Office (Word, Excel, Power Point, Publisher), Google Suite (Docs, Sheets, Slides, etc.), and FACTS
- Knowledge of record keeping
- Knowledge of Tuition Management
- Good organizational, communication, teamwork and interpersonal skills
- Protecting God’s Children Certificate
- OSHA Bloodborne Pathogens Certificate
DESIRABLE TRAITS AND ATTITUDES:
- Has a positive and Christian attitude towards the job and clientele
- Acts in a professional and ethical manner
- Respects the values of confidentiality and integrity
- Ability to show appropriate initiative and handle diverse assignments with flexibility and timeliness.
- Detail and goal-oriented, positive time-management skills, multitasking and ability to work well under pressure.
- Has the ability to work with frequent interruptions and adapt to changing circumstances
- Shows initiative, but is also willing to take and follow direction
- Works within the procedures and systems in the school community
- Works cooperatively with others
PERFORMANCE RESPONSIBILITIES:
Duties may include, but are not limited to the following:
- Assist in the promotion of good public relations
- Work with the staff, students, parents, and principal in a cooperative effort toward the school objectives
- Manage registration and enrollment through FACTS and other means for current, new, and prospective families (PK – 8)
- Manage student records and transcripts in FACTS, including report cards
- Develop and maintain all areas of Tuition Management through FACTS. This includes set-up, collections and communicating with families.
- Maintain records of tuition assistance
- Communicate with families regarding tuition payments, tuition assistance, and other school fees
- Payables and Receivables: Collect monies, issue receipts, process check requests, and prepare deposits for the parish office. Deposits may include funds from fundraisers, school fees, lunch payments, etc.
- Help disperse school marketing materials
- Maintains a school database through FACTS
- Prepare necessary monthly and annual reports as assigned by the principal/pastor or administrative designate (i.e. NCEA, immunizations, etc.)
- Assist the IT staff with technology issues; submit service requests and resolve minor issues independently
- Keep informed of duties and schedules of principal and all other personnel assigned to the building (teachers, lunch staff, substitutes, etc.)
- Maintain attendance records of staff and students
- Schedule use of school facilities and keep school calendar
- Notify Maintenance Department of necessary repairs and keep a record of issues
- Take on special projects as assigned by the principal
- Ensure that the office is maintained in a tidy and orderly manner
- Arrange tours of the school to prospective families
- Attend professional development activities
- Adhere to requirements for confidentiality regarding student records; discreetly handle information pertaining to staff, parents, and students that could be considered to be of a sensitive nature
- NOTE: Some lifting and carrying may be required
EVIDENCE OF PERFORMANCE
- Works effectively in a team-oriented environment
- Communicates effectively with students, staff, parents, and other members of the school/parish community
- Effectively performs the administrative duties required
- Demonstrates the abilities to multi-task and prioritize workload
- Demonstrates the ability to maintain confidentiality
TERMS OF EMPLOYMENT:
- The Administrative Assistant is an “at will” employee.
- Work days/hours are assigned by the Principal/Pastor
- Pay rates and benefits as determined by the Principal/Pastor
- A 60-day initial probationary period is required
- An annual evaluation will take place
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