Parish School Administrative Assistant
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Parish School Administrative Assistant

Job Responsibilities

Reception and Communication

  • Receives and greets visitors, providing information in person or over the phone to parents, students, school personnel, or the public as appropriate.
  • Screens correspondence and telephone calls for administrators and staff, routing calls and messages as necessary.
  • Ensures all visitors are properly screened and signed in on the visitor log.
  • Provides orientation and work direction to volunteer personnel, students, and others as assigned.

Secretarial

  • Performs a variety of secretarial tasks, including typing, word processing, proofreading, filing, recording information, and distributing correspondence.
  • Composes correspondence independently with general instruction, ensuring adherence to school and Archdiocesan policies.
  • Maintains and updates multiple calendars, organizes appointments, and coordinates school visitations and facility use.
  • Assists with planning school events and field trips; arranges travel for assigned personnel as required.
  • Operates office equipment including copiers, two-way radios, computers, and software.
  • Manages office and school supply orders, receives and distributes supplies, and maintains inventory records.

 

Registrar & Attendance Clerk

  • Maintains digital and physical student records (e.g., attendance, transcripts, health records, emergency contacts) to comply with administrative requirements.
  • Manages student enrollment, including requesting transcripts and updating information systems.
  • Oversees transfer and withdrawal processes and responds to records requests from other institutions.
  • Prepares cumulative folders for students and assists with report cards and progress reports.
  • Maintains records of student attendance, tardiness, and early dismissals, ensuring documentation aligns with school policies.

Health and Safety

  • Provides first aid and administers medication per established guidelines.
  • Maintains accurate immunization records and submits required reports to state authorities.
  • Participates in the school’s emergency and disaster response plan.

Finance and Accounts Receivable

  • Receives and receipts over-the-counter payments.
  • Assists with deposit preparation and other financial tasks as needed.

Administrative Support

  • Assists the Principal with tasks such as preparing the Weekly Bulletin, drafting correspondence, and updating the school calendar.
  • Coordinates admissions processes, including creating admission packets, explaining procedures to prospective parents, and scheduling tours.
  • Collects and organizes data for census reporting and federal title funds applications.

Qualifications

Required Skills and Qualifications

Education and Experience

  • High school diploma or GED equivalent.
  • At least 2 years of progressively responsible clerical or secretarial experience, preferably in a Catholic school setting.

 

Knowledge and Abilities

  • Proficiency in Google Suite (Docs, Sheets, Forms, Slides) and Microsoft Office (Word, Excel, PowerPoint).
  • Strong written and verbal communication skills, including correct grammar, punctuation, and vocabulary.
  • Ability to work independently, handle multiple tasks, and prioritize effectively under time constraints.
  • Interpersonal skills to communicate with diverse groups professionally, tactfully, and courteously.

Licenses and Certifications

  • First Aid/CPR Certification.
  • Safeguarded by Archdiocese

Physical Requirements

  • Ability to sit, stand, and walk for extended periods.
  • Ability to lift, carry, push, or pull up to 30 pounds.
  • Manual dexterity for typing and office tasks.

Compensation

Type
Notes
Compensation and Benefits • Pay Rate: Commensurate with experience and education, within the school’s budget. • Benefits: o Medical benefits. o Paid vacation, holidays, and sick leave

Additional Information

Start Date
Location
St. Bruno - Dousman (M06)
Department
County
Waukesha
Job Category
Schools - Office/Clerical
Employment Type
Full Time
Notes

To Apply

Instructions
Please send letter of interest and resume to: mary.macdonald@stbrunoparishschool.com
Contact Name
Jamie Gapinski
Address
S38W31602 Wern Way
Waukesha, WI
Phone
2629683865
Fax

Download an application:

General Application
Application for Parish/School Positions

For general information, visit our
Human Resources/Personnel Services Office page or call 414-769-3422.

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The Archdiocese of Milwaukee

3501 South Lake Drive
St. Francis, WI 53235

Phone:  (414) 769-3300
Toll-Free: (800) 769-9373
Fax:  (414)  769-3408