Administrative Assistant

4 weeks ago

Waco, United States Diocese of Austin Catholic Schools Full time
Job DescriptionJob Description

Campus Administrator Head of Operations

Schedule:

Monday - Friday 7:30am - 4:00pm

208 Days July - June

14 Flex days June - July


Ministerial Character

Positions employed at St. Louis Catholic Church and Bishop Reicher Catholic School help to extend the ministry of the Pastor in particular ways as outlined in the job description. Employees help the Pastor with the vision of the parish and school. Our purpose is to welcome sinners and foster saints, through living out our parish core values of relationship, joy, unity, and excellence, as an example to all in the Diocese of Austin and the State of Texas, exhibiting integrity in all that we do as we serve Jesus Christ. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his/her ministry and thereby engages in ministry for the Church.


Job Summary:

The Administrative Assistant fulfills the mission of the Catholic school and church by welcoming students, parents, and guests and assisting with the daily operations of the school. The Administrative Assistant has decision-making responsibilities within essential job functions, in keeping with school policies. The position is hired by the Head of Operations and campus administrator.


Essential Job Duties:

  • Supports and upholds the philosophy of Catholic Education and the mission of the school and church.
  • Acts as a witness to Gospel values by modeling the teachings of the Catholic Church.
  • Supports and adheres to the Code of Conduct and policies and procedures of the school, parish, and diocese.
  • Maintains confidentiality regarding school matters.
  • Communicates effectively within the school community.
  • Collaborates with peers to enhance the work environment.
  • Maintains a work schedule that maximizes availability to the school, students, and staff.
  • Demonstrates professionalism in conduct, demeanor, and work habits.
  • Meets staff development guidelines as set forth by the Diocese/local administration.
  • Supports administrative staff and their work as needed.
  • Ensures school entrance, foyer, and front office area are clean and welcoming.
  • Supports office needs by serving as the receptionist for the school, greeting and welcoming visitors and parents, covering the telephone, and maintaining visitor log.
  • Screen incoming calls for the leadership team, take reliable messages, and route to the appropriate staff
  • Screen incoming calls for faculty, take reliable messages, and route to appropriate staff (staff will schedule their own conferences and meetings with parents.)
  • Monitors security cameras.
  • Maintains accurate student and staff attendance records.; Including tardies and early pick-up from school.
  • Is aware of daily school activities and calendar including field trips and special events to communicate where students are located throughout the day.

Essential Job Duties Continued:


  • Contacts families to determine why a child is absent if they have not called in to report the absence.
  • Coordinates with the administration regarding teacher substitution and provides paperwork to substitutes.
  • Maintains current and accurate student records according to school policy
  • Serve as point of contact for school pictures, school record requests, copier and laminator maintenance and supplies.
  • Supports the distribution of school orders and inventory when received.
  • Receive, sort, and distribute mail and other documents to appropriate
  • Monitor bell system for accurate schedule.
  • Distributes medication and handles basic health needs in the absence of the school nurse.
  • Maintain uniform closet.
  • Collect funds and paperwork from parents as directed.
  • Assist with administration with set-up and clean-up for various events as directed.
  • Coordinate back-to-school supply lists with teachers and submit the compiled list to the campus administrator.
  • Facilitate mass production of employee manuals.
  • Perform other duties as assigned by administration.

Mental / Physical Tasks: (Place "E" next to Essential Tasks)

E

Talking

E

Using office equipment, stapler, telephone, etc.

E

Listening

E

Using computer

E

Standing

E

Sitting

E

Walking

E

Bending

E

Grasping/holding

E

Pushing/pulling

E

Lifting/carrying

E

Reading & comprehending

Moving heavy equipment

E

Seeing

Driving

Other:


Working Conditions

  • Required to work some nights and weekends.
  • Required to manage high to moderate levels of stress.
  • Required to work in standard classroom and school conditions.

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