School Administrative Assistant

1 month ago

Racine, United States Siena Catholic Schools of Racine Full time
Job DescriptionJob Description

John Paul II Academy is seeking a dependable, energetic and detail oriented Administrative Assistant to work in the school office. This is a year round, full time position.


Siena Catholic Schools of Racine comprises six elementary/middle schools and one high school that serve more than 1,600 students. Sharing your skills will guide the organization toward its goal of ensuring excellence in academics, nurturing faith formation, and developing healthy students.


Scope and Summary: The job of School Administrative Assistant may be a calendar or school year position, depending on the needs of the school site. Reports to and works under the supervision of the school site Principal and has primary responsibilities of providing general administrative support and greeting school patrons, including students, school families and visitors. Serves as a resource to students, school families, faculty & staff to provide general information on the policies, procedures and activities at the school site. Performs work under daily work pressures, successfully performing essential duties and responsibilities in an environment with constant interruptions.


Essential Duties & Responsibilities:

  • Greet parents, students, visitors, and staff in the main office and direct them as appropriate, providing necessary passes and maintaining security by following all procedures, including maintaining an accurate sign in log.

  • Follow and administer medical protocols for students, including storage and distribution of student medications, following HIPPA guidelines and safety regulations. Attend to ill/injured students, providing first aid as needed. Facilitate processing of accident/injury report when situations dictate this requirement.

  • Perform general office duties including answering multi-line phones, using public address systems, handling mail & postage, maintaining & assisting with the use of various office equipment, filing, generating correspondence, spreadsheets and completing data entry; updating phone system voicemail greetings as needed.

  • Ensure the school office reception area is neat and organized.

  • Coordinate verbal and written communication with the school system’s main office.

  • Maintain accurate paper and electronic records, including those for students and staff.

  • Track attendance and absences; use reporting software and generate reports for internal and external use

  • Assist with collection of fees as presented at the school office and coordinate transactions and recordkeeping with the school systems finance office.

  • Create and maintain comprehensive school site calendar.

  • Create weekly school site newsletter for weekly distribution, including sourcing information, writing, taking photos, editing and formatting.

  • Coordinate internal and external meetings appointments, events, workshops, seminars and special events

  • Attend meetings as requested

  • Handle other duties and projects, as needed.


Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: High School Diploma or General Education Diploma (GED) is required and at least one year related experience in office administration and use of computer software. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in Catholic education within a school office setting strongly preferred.

  • Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit. Demonstrated ability to work successfully with youth and the public.

  • Language Skills: Ability to communicate effectively verbally and in writing. Ability to respond to common inquiries from students, school families, staff or members of the public. Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals.

  • Organizational and Reasoning Skills: Highly organized and accountable; ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

  • Computer Skills: Proficiency in usage of database software, internet software, email and word processing software. Ability to proficiently use the following programs strongly preferred: PowerSchool, MS Word and Excel. Ability to type accurately and proficiently.

  • Other Skills and Abilities: Ability to appropriately communicate with students, school families, faculty/staff, and members of the public including vendors, law enforcement and other agencies. Ability to exercise good judgement and work in an environment with constant interruptions and minimal supervision. Ability to work longer hours, as needed.

  • Certificates, Licenses, Registrations: Certificates as determined by the school system including a valid Wisconsin Driver’s License and ability to obtain a valid CPR/First Aid card.


Physical Requirements (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this job, the employee is regularly required to:

  • Talk and hear.

  • Specific vision abilities include close vision.

The Employee is frequently required to:

  • Walk; sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal; stand, stoop, kneel, crouch/crawl, and climb stairs.

The Employee must regularly:

  • Lift and/or move up to 15 pounds and occasionally up to 20 pounds from the ground or overhead.


Work Relationships & Scope

Reports to Principal. Frequent contact with school faculty and staff, students and school families. Occasional interaction with other Siena colleagues. Secures the approval of the Principal in making decisions when answers are not clear and further guidance or input is needed. This position may supervise student volunteers. All school employees have responsibility for supervising students and assisting in maintaining a safe environment.


Work Environment (The work environment characteristics described here are representative of those 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.)

Work is performed in an indoor environment in a standard office/school setting setting. The noise level in the work environment is usually low to moderate and occasionally high. May be exposed to outdoor weather conditions and bloodborne pathogens.

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