St. Peter the Apostle Catholic School - Office Administrator

Description

Employment Status: Full-time

FLSA Status: Non-Exempt/Hourly

Reports to: Principal

*Full-time Benefits may include: Paid Holidays/Holy Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location.

Summary:

The Office Administrator fulfills the mission of the Catholic school by overseeing the operations of the school’s reception desk and faculty office. The Office Administrator assists the principal, faculty, and staff by ensuring that the school’s office operates effectively and efficiently. 

Position Responsibilities:

CATHOLIC MISSION

• Supports and upholds the philosophy of Catholic education and the mission of the school
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Religious Standards for Catholic School Employees and policies and procedures of the school and the Archdiocese
• Maintains confidentiality regarding school matters
• Adheres to safety training and protocols on a daily basis and takes precautionary measures to ensure the safety and      well-being of self, others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and      external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Takes a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

KEY RESPONSIBILITIES 

• Manages the operation of school office. Serves as building receptionist; answers and responds to telephone and in-person inquiries from students, parents, and the public. Screens calls for the principal.
• Implements Raptor system and other systems related to school safety and operations. 
• Provides secretarial support to the principal; maintains appointment calendar, schedules meetings and conferences.      Compiles data for enrollment and other reports and lists. Formats and types correspondence, forms, memoranda and reports from handwritten drafts or dictation; duplicates materials. Types and distributes staff bulletin and school newsletter. May attend meetings to record minutes.
• Coordinates activities of parent and community volunteers, especially front office volunteers; provides training and assigns tasks. Maintains current listings of volunteers. Coordinates use of office computer, troubleshoots problems and provides information to staff.
• Ensures all staff and volunteers have successfully completed Archdiocese of San Antonio compliance regarding employment requirements (i.e., background checks, Virtus training, etc.).
• Registers incoming students and processes enrollment materials; completes data entry on computer; coordinates services and information with sending/receiving schools and district office; completes procedures for students withdrawing from the school. May register students for kindergarten; enters data information into computer; sets up orientation schedule; mails      materials. Organizes and distributes conference materials to teachers.
• Maintains student attendance records or monitors maintenance of records by other clerical staff. Assists in contacting parents concerning questionable absences of students.
• Provides basic first aid medical care to ill or injured students in the absence of the school nurse. Calls parents and makes arrangements for transportation home as necessary; communicates with parents concerning re-admission. Gives medication      as authorized. Checks and maintains immunization records; follows up with parents as necessary.
• Maintains records and files for staff and student information; maintains staff absence records and prepares payroll forms. Makes some arrangements for substitute personnel in coordination with the district’s substitute office.
• Issues and monitors building keys; maintains safe. Troubleshoots problems with office equipment and calls for service as necessary. Writes work orders for custodial personnel. Communicates with Transportation Department concerning      transportation arrangements for students. Coordinates building use with appropriate staff; maintains calendar; schedules times and rooms.
• Requisitions, receives, accounts for and distributes school supplies, textbooks and materials. Takes periodic inventory.
• *Coordinates a variety of school programs such as federal surveys, school pictures, school insurance, voter registration, fundraising events, and other activities. Coordinates beginning and end-of-year office activities.
• Supervises students who come into the office; monitors student behavior. Assists parents in filling out forms. 
• Promotes effective public relations with parents and the general public.
• Provides clerical assistance to itinerant staff and parent organizations as requested.
• Performs related duties as assigned.

Requirements

Minimum Qualifications: 

• Education
  • High school graduation or equivalent 
  • Four years of increasingly responsible office experience, including records maintenance and bookkeeping
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Valid vehicle insurance

Minimum Knowledge and Skills: 

• Knowledge of general secretarial procedures.
• Knowledge of correct grammar, spelling, and English usage.
• Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers
• Proficient in keyboarding.
• Shorthand or speed-writing skills desirable.
• Skill in operating general office machines.
• Excellent written and oral communication skills.
• Ability to interact with school-aged children in a warm, confident manner.
• Ability to screen and treat minor student illnesses or injuries.
• Ability to accurately perform arithmetic calculations.
• Ability to learn the operation of word processing equipment.
• Ability to learn the use of a microcomputer and various software programs.
• Ability to set up and maintain an accurate filing system.
• Ability to attend to detail and follow tasks through to completion.
• Ability to organize and set priorities.
• Ability to work effectively under pressure and be flexible.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality.
• Ability to establish and maintain effective working relationships with students, parents, staff, and the general public.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.

Travel Requirements:

Travel requirements for the position includes 15% local and 10% overnight.

Physical Requirements:

The position requires the following physical demands in the frequency noted.

C = Constantly (2/3 or more of the time) O = Occasionally (Up to 1/3 of the time)

F = Frequently (From 1/3 to 2/3 of the time) R = Rarely (less than on hour per week)

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.