Administrative Assistant (Office & Admissions)

St. John Bosco Catholic School

Administrative Assistant (Office & Admissions)

Job Description

This position reports directly to the Principal. The Principal assigns projects and completes evaluation of performance.

Summary Of Job Description

Perform necessary duties requested by the Principal. Provide customer service for existing families and new families inquiring about SJB via phone calls or personal contact with families on campus. Maintain school records in a secure and confidential manner. Assist staff as needed on a daily basis. Work independently in the absence of supervision.

General skills: Knowledge of phone, intercom, security and fire alarm system, office equipment, Renweb, Excel, Word, Email, filing, Four Star Customer Service, multitasking, must be very knowledgeable of the school and its policy and procedures. Must constantly be reading the school literature (tuition schedule, registration packets, handbook) to keep knowledgeable.

Duties Include But Not Limited To

• Open and close office daily – procedures include unlocking/locking doors and file drawers, pick up voice messages, set up sign-in and check out binders, etc.
• Answer phones
• Greet and direct families, visitors entering the office
• Monitor signing in and out of all visitors and students during the school day. Review roster of Called to Protect prior to admitting to campus. Check driver’s license and family information with the child’s cumulative file when needed
• Process all incoming and outgoing mail daily
• Provide information as needed via phone or in person to prospective families
• Check out and check in children during the school day
• Will escort students to and from classrooms when necessary
• Provide back-up support for staff and faculty as needed and directed by supervisor
• Assist with fire drills and lock down drills
• Assists with dismissal
• Keep accurate records regarding Photo Releases, Field Trip Forms, etc.
• Assists with data entry of all Family and Student information in Renweb (new and updates)
• Print mailing labels or envelopes for various departments as requested
• Guide families with Renweb needs (logging service hours, obtaining report cards, etc.)
• Obtain parish verification for current families every other year and for new families according to the application process timeline
• Update Web Page calendar daily with current events
• Assist in health office as needed
• Maintain workroom with supplies
• Assist with staff luncheons and events in the staff lounge (setting up, cleaning up, etc.)
• Order office materials and supplies for machines (fax, laminator, postage, copier, etc.)
• Record and deposits received
• Maintain student cumulative files
• Forward transcripts per outside school requests approved by families
• Coordinate transcripts and letters of reference for 7th and 8th grade students
• Archive all legal records per Diocesan policy at the end of each school year
• Implement the rules and regulations as stated in the Parent/Student Handbook, including amendments as made.
• Assist Development Coordinator schedule New Family Night, Open Houses, Admission events, and tours.
• Assist Principal and Administrative Tuition Assistant with Admissions/Enrollment Process
• Communicates and coordinates with lunch service provider
• Performs any other job-related tasks deemed necessary and has the initiative to perform tasks not specifically assigned, but that need to be done
  
  

As All Diocesan Employees Represent The Roman Catholic Church, They Are Expected To Conduct Themselves According To The Teachings, Goals, And Mission Of The Church In Performing Their Work. Every Employee Of The School Is Expected To Model Virtue And Justice

• Embrace a spirit of docility, obedience, and accept the leadership and vision of the Pastor and Principal
• Maintain con?dentiality in all aspects of the job
• Demonstrate reliability, punctuality and personal integrity, personal issues do not interfere with managing work responsibilities
• Adhere to business professional dress code
  
  

This position also needs to perform any tasks assigned by the Principal.