What are the responsibilities and job description for the Administrative Assistant position at Visitation Catholic Church Kansas City?
Description
Position Summary
The Administrative Assistant supports the daily operations of the school office while serving as a welcoming and professional presence for students, families, staff, and visitors. This role is essential in maintaining efficient communication, accurate records, and a faith-centered environment that reflects the mission of the school and the teachings of the Catholic Church.
Key Responsibilities
Office Administration
- Serve as the primary point of contact for the school office (phone, email, and in-person visitors)
- Maintain student records, attendance, and general office files
- Assist with data entry and reporting in school management systems (e.g., Sycamore or similar)
- Manage calendars, schedule meetings, and coordinate appointments for administration
Communication & Customer Service
- Provide friendly, professional support to parents, students, and staff
- Assist in preparing school communications (newsletters, emails, bulletins)
- Coordinate distribution of forms, announcements, and school materials
Student & Staff Support
- Assist with student check-in/check-out and attendance tracking
- Support teachers and staff with clerical needs (copies, forms, supply requests)
- Help coordinate substitute coverage and staff absences as needed
Financial & Operational Support
- Assist with processing payments, tracking fees, and basic bookkeeping tasks
- Support tuition and registration processes (FACTS or similar systems)
- Maintain inventory of office supplies and place orders as needed
Events & School Activities
- Assist in planning and coordinating school events, meetings, and activities
- Support sacramental preparation logistics and school liturgies
- Help organize parent meetings, open houses, and special programs
Faith & Mission Alignment
- Support and uphold the mission and values of the Catholic Church and the school
- Model Christian values in all interactions
- Participate in school prayer, liturgies, and faith-based activities as appropriate
- Maintain confidentiality and professionalism at all times
Requirements
Qualifications
Required:
- High school diploma or equivalent
- 2 years of administrative or office experience
- Strong organizational and communication skills
- Proficiency in Microsoft Office / Google Workspace
- Ability to multitask and work in a fast-paced environment
- Commitment to maintaining confidentiality
Preferred:
- Experience in a school or parish setting
- Familiarity with student information systems (e.g., Sycamore, PowerSchool)
- Basic knowledge of bookkeeping or financial processes
- Practicing Catholic or willingness to support Catholic mission and values
Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person trainings prior to hire.
Visitation offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.