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The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 150 elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

Assists in all functions of the school office. Serves as the first point of contact for those calling and entering the school office. Provides secretarial and general office support for school staff. Publicly supports and promotes the school mission. Acts in accordance with Archdiocesan and Office of Catholic Schools (OCS) policies, procedures and guidelines.

Responsibilities

Office Responsibilities

• Greet callers and guests, take messages and route calls and school emails as appropriate.
• Respond to callers and guests by providing general information and assistance with regards to school activities and procedures.
• Provide a high level of hospitality to visitors and meeting attendees.
• Perform office functions including, but not limited to, copying, scanning, faxing, filing, mail sorting and scheduling of meetings.
• Provide support for teachers as requested.
• Maintain school files in an orderly and timely fashion.
• Follow Archdiocese of Chicago / (OCS) Records Retention guidelines.
• Receive and provide receipts for student tuition and fees, extended care, fundraising and other monies per Archdiocesan and school policies.
• Prepare correspondence and reporting using Microsoft Office or other software as requested. May draft correspondence for principal’s signature.
• Prepare special mailings and other projects.
• Assist with school calendar management for all school activities.
• Act as liaison for Food Service Provider (FSP) or other lunch provider to ensure students are added to the lunch service and money is collected. Troubleshoot issues as required by the principal.
• Maintain inventory of office supplies ensuring an adequate supply of forms, paper, etc. Place orders in accordance with procedures established by the Operations Director.
• Coordinate Student Safety Trainings
• Assist in planning and executing school events, field trips, fundraising and meetings as appropriate. May include assigning and overseeing volunteers for said events.

Student Wellness Responsibilities

• Administer medication and maintain medication log for students on record for needing medication.
• Attend to students who are sick or hurt while on the school property. Inform parents, provide bandages or ice pack as needed. Execute emergency procedures as required. Write-up incident reports according to OCS procedures.

Compliance Responsibilities

• Administer Virtus and background compliance for the school employees and volunteers using the Virtus and eApps systems.
• Prepare annual Office for the Protection of Children and Youth (OCPY) audit for Principal and Operations Director review.
• Assist Principal with annual OCS report.

General Responsibilities

• Practice discretion and respect privacy when dealing with personal, sensitive, financial, internal and private matters.
• Other assignments and projects as assigned.

Experience

• Strong demonstrated knowledge of Microsoft Office and Google Suite products.
• Excellent organizational and time management competencies.
• Strong verbal and written communications, organizational, multi-tasking and interpersonal skills.
• Ability to work in a team environment and has a “Service Mindset” when working with others.
• Able to identify issues and propose recommendations/solutions.
• Can be entrusted with highly confidential information.
• Strong drive to achieve results.
• Demonstrate understanding, respect and support of the Catholic Church teaching, mission and values.

• Minimum of 3 years’ experience in school setting, preferred.
• Bilingual preferred – speaking, reading and writing.

Education

• High School or better

• Associates or better