Administrative Assistant

Job Title: Administrative Assistant (Full Time)

Location: St. Vincent de Paul School

Wage Range: $22-25/hr.

St. Vincent de Paul Catholic School is seeking a talented and dedicated individual to serve AS administrative assistant for the 2024-25 school year. We are a Catholic school in Denver, CO serving 425 students in grades PK3-8th grade. Rooted in the truth and love of Jesus Christ and His Church, we are committed to educating the whole child for the future.

Job summary:

The Administrative Assistant fulfills the mission of the Catholic school by providing general organizational support within the framework of the school’s philosophy, organization, and policies. The Administrative Assistant serves as the assistant to the principal by supporting the administrative needs of the principal and assigned office duties. The Administrative Assistant has decision making responsibilities within essential job functions, in keeping with school policies.

The position is hired, evaluated by and reports to the principal.

Essential job functions:

• 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 Code of Conduct and policies and procedures of the school and Diocese
•  Abides by the Confidentiality Policy set forth in the Diocese Employee Handbook
•  Provides comprehensive secretarial duties for the principal and school office
•  Supports the principal in the preparation of documents, reports, and correspondence
•  Supports the principal in their work with the Board, personnel, facilities, and volunteers
•  Maintains current and accurate records according to school policy

Includes but is not limited to:

Personnel:

• Supports newly hired teachers regarding required paperwork, meetings, licensing etc.
•  Maintains faculty/staff personnel files including sick/personal leave
• Monitors PTO, Paycom and Substitute Teachers timesheets
• Assists principal in preparing intent to return forms and updates contracts for returning faculty/staff
• Works with Business Manager to posts and monitor open job postings

Secretarial:

•  Pay invoices weekly and visa receipts monthly
• Complete yearly reports as needed for Archdiocese of Denver, Congregation of St. Cecilia, and State of Colorado
•  Assists in maintaining the principal’s and school’s main calendar
• Attends Parish weekly staff meetings and reports back to principal
• Attends faculty meetings
•  Monitors/orders office and school supplies
•  Deposit of all cash and checks that come into the school office throughout the school for
• various activities, fundraisers and/or donations. Deposits are made on a weekly basis.
• Supports the front office secretary as needed with phone calls and/or student needs
• Admissions:
• Coordinates brochures, sign ups for Open House with parish communication director
• Updates registration in FACTS in coordination with Tuition Manager and Principal
• Monitors and processes new student applications
•  Schedules interviews for potential families after CSW Open House
• Registers new students and provides them with pertinent information for enrollment
• Coordinates connecting new families with Home & School New Family Team

Events:

• Completes event forms as needed
• Supports 8th grade teachers in planning for yearly 8th grade events
• Organizes process to facilitate the yearly Makaila Steffes award
• Coordinates Fall/Winter Used Uniform Sale with Home & School Association
• Responsible for all other duties, projects, tasks, etc., as assigned.

Important job functions:

• Serves as a professional representative of the principal and school
• Communicates effectively with those in the school community
• Collaborates with peers to enhance the work environment and support organizational planning

•  Demonstrates professionalism in conduct, demeanor, and work habits

Qualifications

Minimum qualifications:

• Education: High School Diploma
• 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
•  Required to maintain composure and avoid inappropriate displays of emotion
• 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