Administrative Assistant

POSITION NAME: Administrative Assistant

OFFICE/DEPARTMENT: School

REPORTS TO: Principal

EFFECTIVE DATE: August 4,2025

CLASSIFICATION: Non-Exempt

GENERAL STATEMENT OF DUTIES:

Provides administrative support, reception and secretarial services and coordinates the school office. Maintains accurate student records.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: (The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.)

1. Answers telephones, takes messages and coordinates appointments for the principal and vice principal. Greets and receives parents and visitors to the school and assists or coordinates with appropriate contact.

2. Coordinates and creates the weekly school newsletter and also parish bulletin.

3. Gathers new student information and maintains student cumulative folders and transcripts. Updates immunization and medical records as needed. Files immunization reports with the state annually. Fills out medical reports for any injury that occurs on campus and dispenses medication to students.

4. Maintains general calendar for FACTS SIS (Student Information System). Ensures the principal’s and vice principal’s calendars are updated and edited as needed.

5. Receives, sorts and distributes incoming mail.

6. Maintains accurate rosters, mailing lists and schedules.

7. Oversees maintenance of school office equipment and orders and maintains supplies for office and other teacher needs.

8. Updates the electronic sign with new messages and the greeter board with new pictures.

9. Maintains and keeps tour/marketing folders ready for distribution. Keeps work areas picked up and clean.

10. Handles reimbursements for parents and staff. Gathers and submits monthly timesheets and time off requests. Tracks department budgets and field trip budgets.

11. Works in extended care each Wednesday during the weekly teacher meeting from 2:30-4:00. Assists in the PreK room as needed.

12. Maintains the uniform closet. Responsible for all outgoing and incoming uniforms.

13. Plans and files reports for all school safety drills.

14. Helps coordinate school/parent volunteers. Maintains records and ensures compliance for all employees and parent volunteer certifications and requirements.

15. Assists with auction tasks as needed.

16. Maintains a strict level of confidentiality on all matters relating to school business.

17. Position encounters both recurring work situations and occasional variations and questions. The incumbent admin. assistant operates from specific and definite directions and instructions, but also needs to be a forward thinker and will determine their own practices and procedures to be performed with moderate supervision.

SPECIFIC JOB SKILLS: Understanding of general principles of office operations and secretarial procedures. Proficiency with computer, calculator and all basic office equipment, including experience with canva and google docs, sheets, and forms. Must be able to prioritize workload to meet demands. Requires excellent communication skills (both verbal and written) and organizational skills with ability to meet deadlines. High level of accuracy and attention to detail with ability to maintain confidentiality.

EDUCATION AND/OR EXPERIENCE:

High School graduate with three to five years' secretarial experience. CPR Certified. Practicing Catholic preferred. Valid driver's license.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle and perform repetitive motions of the hands/wrists. Lifts and moves items up to 20 pounds.

WORKING ENVIRONMENT:

Work is performed in a school office setting.

The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Expected hours: No more than 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Sherwood, OR 97140 (Required)

Work Location: In person