Under the protection of Jesus and the Blessed Mother, and guided by the Holy Spirit, St. Mary Catholic School is a faith centered academic community that encourages service to God and others and strives to form the hearts, minds and souls of our students in the Gospel of Jesus Christ and the Catholic Faith.

Job Summary: The Administrative Assistant I & II perform a variety of secretarial, clerical, and administrative duties in support of the operation of the school and in support of the principal, staff, students, and parents. The Administrative Assistant I & II are expected to abide by the policies and procedures of the local school and the Archdiocese of Denver. The Administrative Assistant I & II cooperates with the School Principal in providing an environment that promotes the ministry of Catholic education.

Rate of Pay: $16.00-$17.50 per hour depending on experience

Benefits: Part-time employees are not offered benefits other than what is required by law; Worker’s Compensation, FMLA unpaid leave, CO HFWA: 1 Hour of Sick Time per 30 hours worked, and CO FAMLI Benefits

Normal Working Hours: As directed by the employee’s At-Will employment agreement. An agreement is offered for one academic year.

Reports to: The Pastor, the Principal, and their representatives

Duties:

• 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 Archdiocese of Denver.
• Filing systems and database management
  • Set up and maintain filing systems for students and staff - paper and electronic
  • Create, maintain, and enter information into databases
  • Locate and attach appropriate files to incoming correspondence requiring a response
  • Locate and provide data as requested
• Student and staff attendance
  • Track student and staff attendance
  • Verify parents’ and doctors’ notes and investigate any discrepancies in attendance information
  • Notify parents of student absences
  • Process and track staff leave requests
  • Coordinate substitute personnel for absent staff members
  • Keep accurate staff and student attendance records and submit reports as required

• School processes and procedures
  • Manage school processes and procedures to ensure compliance with school and Archdiocese of Denver regulations
  • Enroill and withdraw students from school in accordance with school and Archdiocese of Denver procedures
  • Meet with new students and parents to complete the registration and orientation process
  • Provide school specific administrative support processes such as student services and activity forms
  • Maintain disciplinary tracking systems and files in accordance with regulations
  • Coordinate and monitor safety procedures for the purpose of ensuring safety of students and staff
• Schedules and calendars
  • Schedule and confirm appointments for staff members
  • Maintain appointment and event calendars
  • Coordinate meetings and events
• Financial duties
  • Prepare and submit bills for payment
  • Receipt and deposit all monies collected from staff and families
• Reports
  • Gather and collate information to prepare data-related reports
  • Provide staff and stakeholders with accurate information regarding school operations
  • Produce reports in compliance with legal and administrative requirements
• Communications
  • Operate electronic mail systems and coordinate the flow of information internally and externally
  • Prepare and distribute appropriate communications including newsletters, emails, social media posts, and announcements
  • Prepare a variety of documents including correspondence, agendas, event programs, reports, schedules, and calendars
  • Compose, type, and distribute minutes of meetings
• Front Desk duties
  • Serve as a central information point to the public, students, and staff regarding school-related matters and procedures
  • Answer incoming calls, provide information, direct calls where necessary and take messages
  • Greet visitors, handle inquiries, and direct visitors to the appropriate destination
  • Read, sort, and distribute incoming school mail
• Equipment and inventory
  • Operate office equipment including copiers, scanners, and printers
  • Maintain office equipment in good working condition
  • Track inventory and order supplies
• Any other duties as assigned by the Pastor or Principal

Qualifications:
Education and Experience:

• High school diploma or equivalent
• Relevant training or qualification
• Working knowledge of relevant software applications including database management
• Knowledge of current office operations and procedures
• Working knowledge of standard office equipment
• Proficient in spelling, punctuation, grammar, and other English language skills
• Proficient in spelling, punctuation, grammar, and other Spanish language skills
• Proven experience in producing communications and documents
• Knowledge of school policies and procedures

Competencies and Qualifications:

• Have a positive and supportive attitude toward the Catholic Church, her teachings, and her work; refrain from public promotion or approval of any conduct or lifestyle that would reflect discredit or disgrace on, or cause scandal in relationship to, the Archdiocese of Denver, or considered to be in contradiction with Catholic Doctrine or morals.
• Able to communicate clearly, be self-aware of appearance, language, and behavior at all times
• Organizational and planning skills including the ability to maintain an effective balance between multiple and competing priorities
• Problem-solving skills
• Able to exercise sound judgement in making decisions
• Attention to detail and accuracy
• Confidentiality, integrity, and adherence to ethical standards
• Ability to work as a team member
• Diversity oriented - able to work effectively with people regardless of age, gender, race, ethnicity, or religion

Physical Requirements:

• Must be mentally alert at all times.
• The position may require lifting objects to 30 lbs.