Administrative Assistant/Front Office

Position Description

St. Thomas More High School

Position Title: General Office/Attendance Manager

Reports to: Principal

Employment Classification: 12 Months; Salary; Full-Time

Position Summary: The General Office/Attendance Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Additionally, serve as Executive Assistant to the President, Principal, Director of Curriculum and Instruction, Dean of Students and Athletic Director.

Qualifications:

• High school diploma.

• Working knowledge of the operation of office machines and equipment.

• Develop and install effective and efficient office procedures.

• Solid understanding of Microsoft Office Systems.

• Certified in Medication Administration for students.

• Strong (clear and accurate) written and verbal communication skills and effective collaboration skills.

Duties and Responsibilities:

• Maintain front desk reception area, keeping it clean and organized.

• Answer door and greet guests warmly. Take care of visitors’ needs and/or contact the correct people to attend to those needs.

• Answer all incoming phone calls and assist callers where necessary.

• Sort and distribute all mail/packages/deliveries.

• Deliver notes, books, and various personal/school items to students per parents’ or staff requests.

• Assist teachers and staff with obtaining student data base information.

• Issue all student work permits and submits reports to Madison.

• Prepare and send out all transcript requests for grads 1999 and earlier.

• Contact parents and/or first aid personnel for ill or injured students; monitor students in sick room.

• Gather and retain all health information regarding viruses and all other medical concerns/records.

• Distribute necessary prescription medications to students, per DPI guidelines.

• Assist afternoon announcements.

• Send out mailings/communication at supervisor’s request.

• Assist Administration with various requests, assignments, projects, or duties that arise.

• Contact maintenance personnel when there are incidents around the building/campus.

• Assist with and track the distribution and collection of STM keys for ALL employees.

• Prepare and/or distribute copies of school documents (e.g. phone lists, schedules, etc.).

• Secure teacher subs throughout the school year and process necessary paperwork.

• Responsible for student daily attendance including various reports, tracking, etc.

• Coordinate and distribute daily bulletin to faculty and staff.

• Coordinate and send weekly “MORE Family News” to families.

• Recording Secretary for:

• St. Thomas More High School Board of Directors

• Maintain board address book/binders/mailings

• Academic Awards Coordinator.

• Parent-Teacher Conference Coordinator.

• Graduation Coordinator.

• Liaison with STM bus service (three bus routes).

• Oversee school bell system and office machines/equipment. As needed, call for service.

• Supply purchaser.

• Record club, academic award information, honor roll, etc. to student’s permanent record (data base).

• Collect quarterly honor roll information for Academic Awards Night.

• Gather and submit information for the Archdiocese of Milwaukee and other internal and external reports (including Title 1 reports).

• Notary of Public (Bonded).

• Maintain strict confidentiality for all above individuals/departments.

• Under supervision and collaboration with the Athletic Director, provide clerical support, communication, and record keeping for various athletic programs, procedures, and processes throughout the year.

Skills and Abilities:

• Knowledge of office administration. Maintain confidentiality.

• Maintain a high level of accuracy and clarity in preparing, entering, and communicating information.

• Excellent interpersonal skills and team building skills.

• Excellent analytical and problem solving skills as well as decision making skills.

• Ability to take initiative.

• Effective communication (speaking, writing, and listening) skills.

• Effective organizational skills; great attention to detail and high level of accuracy.

• Proficient computer skills, including email as well as spreadsheet and word processing programs.

• Stress management skills and time management skills.

• High school diploma.

• Working knowledge of the operation of office machines and equipment.

• Develop and install effective and efficient office procedures.

• Solid understanding of Microsoft Office Systems.

• Certified in Medication Administration for students.

• Strong (clear and accurate) written and verbal communication skills and effective collaboration skills.