Front Desk Secretary/ Administrative Assistant

Job Details

Description

We are looking for an organized, detail oriented, Catholic mission driven, bi-lingual (Spanish- written and spoken) school secretary and operations manager.

Responsibilities include but are not limited to the following :

Keeping our information management system (FACTS) up to date with student / family / tuition information

Collecting and keeping track of tuition payments

Collecting, organizing and putting together cumulative files for students, staff and teachers

Parent communication and liaison, giving potential families school tours when needed

Answer phones and doors

Pay invoices weekly and credit card receipts monthly

Monitor / order office and school supplies and keep copier stocked and up to date with ink and maintenance

Respond to student and teacher needs

Receive and organize donations weekly and put them in the fridge / freezer (must be able to lift 25-50lbs.)

Greet and welcome guests as soon as they arrive at the front door of the main building

Maintain school security by following safety procedures and controlling access via the reception desk

Contact the appropriate person and office to escort any / all guests into the school

Arrange all visitors that will be entering a building on campus, with proximity to students, to be picked up by the contact person on campus who they have come to visit.

Determine the need to activate an emergency alarm / notification

Perform trained emergency procedures in the event of an alarm, lockdown / lockout, or medical emergency

Monitor tardy students in the morning & facilitates signing students in / out

Ensure reception area is tidy and presentable, with all necessary stationery and material

Provide basic and accurate information in-person and via phone / email

Responsible for all other duties, projects, tasks, etc., as assigned.

Qualifications

Minimum qualifications :

Education : High School Diploma

Bilingual- Spanish / English (spoken and written)

Experience : Preferred, but none required

Training :

Completion of favorable background check

Completion of Safe Environment Training

Completion of First Aid and CPR Training - every 3 years

Completion of AoD Medical Delegation Training

Knowledge, abilities, and skills :

Knowledge of the basic teachings of the Catholic Church

Knowledge of and strong skills in Microsoft Office and Google Drive applications

Knowledge of use of office equipment

Able to communicate effectively in both written and verbal form

Able to work well with others in the school community

Skill in handling multiple tasks simultaneously

Skill in organizing and relating information in an understandable format

Skill in job appropriate technology

Skill in critical thinking and planning

Working Conditions :

This position works in standard office and school conditions, but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines and heavy workloads

Hours are conditional to the school’s hours of operation

Required to manage high to moderate levels of stress

Required to work a minimum of a full school day

Mental / Physical Demands :

Required to lift or carry classroom supplies, textbooks, furniture, and equipment to a minimum of 35 pounds

Requires discretion in dealing with confidential student / family / staff matters

Required to sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak on a daily basis

Required to perform repetitive physical tasks such as computer keyboarding, writing, reading