Scope and Summary:
The job of Front Office Administrative Assistant is a calendar year position. Reports to and works under the supervision of the school site Principal and has primary responsibilities of providing general administrative support and greeting school patrons, including students, school families and visitors. Serves as a resource to students, school families, faculty & staff to provide general information on the policies, procedures and activities at the school site. Performs work under daily work pressures, successfully performing essential duties and responsibilities in an environment with constant interruptions.
Essential Duties & Responsibilities:
Front Office Reception:
Greet parents, students, visitors, and staff in the main office and direct them as appropriate, providing necessary passes and maintaining security by following all procedures, including maintaining an accurate sign in log.
Follow and administer medical protocols for students, including storage and distribution of student medications, following HIPPA guidelines and safety regulations. Attend to ill/injured students, providing first aid as needed. Facilitate processing of accident/injury report when situations dictate this requirement.
Perform general office duties including answering multi-line phones, handling mail & postage, maintaining & assisting with the use of various office equipment, and updating phone system voicemail greetings as needed.
Ensure the front office reception area is neat and organized.
Administrative Support:
Coordination of Purchasing to include:
Maintain inventory and order supplies for main office office, faculty & staff.
Graduation caps & gowns
Textbooks (hard copy and e-books) as directed by faculty
Submit orders and coordinate with vendors for timely delivery
Facilitate student parking permit lottery.
Prepare and maintain a variety of records and reports including lists of phone extensions, work orders, and other required records as needed.
Assign and maintain faculty and staff mailboxes.
Coordinate field trip process, including management of all required documentation (permission slips, fees, etc.), transportation, etc.
Create and maintain comprehensive school site calendar.
Create weekly school site newsletter for weekly distribution.
Assist faculty and staff with facilitation of meetings/events including coordinating catering and requesting security as needed for functions held at the school site.
Assist with collection of fees as presented at the front desk and coordinate transactions and recordkeeping with the school systems finance office.
Other duties as assigned.
Qualifications
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High School Diploma or General Education Diploma (GED) is required and at least one year related experience in office administration and use of computer software. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in Catholic education within a school office setting strongly preferred.
Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit. Demonstrated ability to work successfully with youth and the public.
Language Skills: Ability to communicate effectively verbally and in writing. Ability to respond to common inquiries from students, school families, staff or members of the public. Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals. Bilingual in Spanish and English is a plus.
Organizational and Reasoning Skills: Highly organized and accountable; ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills: Proficiency in usage of database software, internet software, email and word processing software. Ability to proficiently use the following programs strongly preferred: PowerSchool, MS Word and Excel. Ability to type accurately and proficiently.
Other Skills and Abilities: Ability to appropriately communicate with students, school families, faculty/staff, and members of the public including vendors, law enforcement and other agencies. Ability to exercise good judgement and work in an environment with constant interruptions and minimal supervision. Ability to work longer hours, as needed.
Certificates, Licenses, Registrations: Certificates as determined by the school system including a valid Wisconsin Driver’s License an ability to obtain a valid CPR/First Aid card.
Physical Requirements (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
While performing the duties of this job, the employee is regularly required to:
Talk and hear.
Specific vision abilities include close vision.
The Employee is frequently required to:
Walk; sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal; stand, stoop, kneel, crouch/crawl, and climb stairs.
The Employee must regularly:
Lift and/or move up to 15 pounds and occasionally up to 20 pounds from the ground or overhead.