School Office Manager - Administrative Assistant

Job Description

Most Precious Blood School
1529 Barthold St.
Fort Wayne IN. 46808

SCHOOL OFFICE MANAGER/ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

Position Summary
The school office manager is responsible for running the administrative functions of the school office which includes monitoring attendance, work with parents, teachers, and visitors to oversee inquiries about school activities and policies, helping the school predict enrollment numbers.

The Administrative assistant, under supervision, is expected to perform a wide variety of moderately difficult and complex tasks utilizing various electronic platforms. This position serves as the hub of school activity.

RESPONSIBILITIES - INCLUDE BUT NOT LIMITED; OTHER DUTIES MAY BE ASSIGNED

GENERAL
Daily/Weekly/Annually

• Greet visitors, answer telephone, and respond to incoming messages in a prompt, courteous manner, and/or direct messages to the appropriate staff member
• Responsible for smooth office operation which includes, copier care and maintenance, replenishing & ordering supplies, maintaining and updating school files/records, following Diocesan document retention regarding files, shredding unneeded files based on policy guidelines, laminating & making copies for teachers/students, creating teacher school supply list,
• Distribution of incoming/outgoing mail and bulk mailings
• Annual preparation of office files and student files for school year, school registration, ordering hall name plaques, print honor roll certificates, update/maintain students' permanent records, plant show orchestration, organize/order winter coat distribution, planning/organizing annual teacher meetings, prepare & print birthday, and baptismal certificates
• Count funds from school revenue streams and give to Business Administrator weekly
• Drill preparation and communication for fires, tornadoes and security threats and lockdowns
• Send correspondence as needed including thank you notes
• Assist in cafeteria school lunch as needed
• Collect timesheets from hourly staff for principal's review and signature; once reviewed and approved then sent to the Business Administrator
• Report needed facility maintenance and repair issues to proper facilities staff
• Serve as a liaison from school office to various school groups/organizations to aid in their needs (i.e., Care & Share, HASA, Athletics)
• Maintain, update electronic platform databases, and pull data reports as needed (i.e. - PowerSchool, FACTS, ParentSquare, IDOE)
• Other duties as assigned

SCHOOL REPORTING
Daily/Weekly/Annually

• Perform and complete all annual PowerSchool reporting/updating & maintenance - annual calendars, reporting tardiness and absences, data entry of student information, run reports for teachers
• Prepare and submit required state DOE reports
• Complete & scan reports for FWCS conferences and continuing education for teachers
• Record & report absences and notify parents that have not called in to report an absence
• Record detentions, supply teacher's detention list, and report detentions to parents
• Report tardiness when applicable; find substitutes for teachers when needed
• Attendance - complete quarterly attendance reports for teachers and prepare yearly attendance for each student's permanent file
• Student care for injuries and take appropriate action including filing necessary insurance forms with K & K insurance and completing incident report forms for parents
• Take temperatures and take appropriate action for sick children
• Record and administer all school medications
• Assist the school nurse with vision & hearing screenings

COMMUNICATIONS
• Fosters communication within school community via website and e-mails
• Updates and maintains parish & school website(s) with communication of all activities, current events, calendar scheduling, honor roll, and other communications
• Preparation and send out school communication alerts

NECESSARY QUALIFICATIONS
• Preferred active member of a Roman Catholic parish faith community
• High school graduate or equivalent
• Three years of successful general administrative experience (preferred)
• Must have knowledge and experience using Microsoft applications - Excel, Word, Publisher, and PowerPoint; must be willing to embrace information technology and growth in leaning new applications and platforms is REQUIRED
• Computer keyboarding and general business application abilities
• Previous successful experience with or demonstrated ability to learn school data and word processing system
• Demonstrated ability to set priorities and organize work effectively and efficiently including developing & maintaining effective record keeping systems, working smarter, not longer
• Ability to compose correspondence, minutes, and/or reports as needed
• Ability to learn new electronic platforms and maintain databases such as PowerSchool, ParentSquare and FACTS
• Ability to discern proper handling of situations as they arise and communicate effectively and efficiently to all parties impacted
• Excellent people relations skills for representing the school to those who call, write, or visit
• Ability to honor and maintain confidentiality
• Office management experience preferred, but not required
• Experience with Microsoft applications Word, Excel, Publisher is required; Paint, PowerPoint are beneficial
• Motivated, takes initiative without being asked and works to streamline and make processes more efficient
• 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

About the Employer

Parish Mission Statement - We are a family specially bonded to the Most Precious Blood of Christ, who actively and intentionally strive to build one another's faith in the Holy Trinity, and providing loving service to our community, with the hope of eternal life.