Delphos St. John`s Catholic Schools

Delphos St. John’s Catholic Schools
Delphos, Ohio
Allen County
Posting Date:
Closing Date:
April 10, 2015
May 1, 2015
JOB DESCRIPTION
Job Title: School Administrative Assistant
Exemption Status: Non-exempt
Primary Function: Under the direction of the Principal, is responsible for a variety of administrative support
duties including secretarial and administrative support for several staff members including the principal, athletic
director, guidance counselor, and teachers. Prepares reports and correspondence for the school and parish,
greets visitors, schedules appointments, process mail, reports and memos, letters and registration information.
The position requires pervious secretarial experience.
Essential Duties and Responsibilities
 To support the general philosophy, policy and procedures of St. John’s Parish and School, “St. John’s
Catholic School encourages everyone to learn and live a Christ-centered life, which makes our school a
“tradition worth keeping.”
 Regular attendance is essential for this position – to be present on defined calendar days and at defined
times.
 Supports the pastor and administration of the school on all levels, anticipating needs in order to carry out
the mission of the parish/school.
 Consistently demonstrates a positive, friendly, respectful and caring attitude with colleagues and all one
serves in word and deed; projecting a welcoming atmosphere to all who visit the offices.
 Answers the telephone, screens/transfers calls to appropriate personnel and uses discretion to
greet/handle inquiries of all internal staff and outside guests in a friendly, courteous and professional
manner.
 To maintain confidentiality in personal school matters dealing with the administration, faculty, parents,
students, and anyone else.
 Directs internal staff and outside guests to appropriate person(s) according to their needs, necessitating
empathy, tact, courtesy and diplomacy when dealing with all people.
 Responds to work assignments and projects generated by the school principal in a timely manner and
provides regular status updates on projects and estimated timelines for completion.
 Compile information for 5th Day Enrollment Report to the Diocese.
 Compile Information for the state ADM-1 Report.
 Compile information for Non-Public School Data System. (NPDS)
 Compile and complete other parish and school reports as needed.
 Composes typed, accurate, concise and professional correspondences as assigned by the school
principal; free from error and with good grammar and proper English; proofreads and edits materials;
duplicates and distributes materials as necessary.
 Attends staff development programs, faculty meetings, in-services, and other professional growth
workshops as appropriate. Continuing education will be required.
 Receives, opens, sorts and distributes mail. Prepares and packages all outgoing mail, including general
mailings. Organizes work by reading and routing correspondence to teachers from parents, from parents
to teachers, collecting information required by administration.
A Tradition Worth Keeping
Delphos St. John’s Catholic Schools
Delphos, Ohio
Allen County
Posting Date:
Closing Date:
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April 10, 2015
May 1, 2015
Maintains inventory and requisitions office supplies as needed; checking stock to determine inventory
level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of
supplies through administration.
Maintain mailing lists, labels and the school database and student files.
Collect and safeguard fees and payments made to the school.
Prioritize, coordinate and schedule calendar activities; and ensure accuracy of the calendar.
Maintain sign-in logs as necessary including records and reports for St. John’s.
Complete all attendance records (tardy, coming and going from apts.) and distribution of forms related
to attendance and enrollment.
Take calls, emails, etc. from teachers that may be absent.
Contact substitute teachers when a teacher will be absent and reporting their time.
Transfer of and enrollment of student forms.
Help collect lunch money when necessary.
Responsible for Office Petty cash.
Does all filing in students’ accumulative folders (notes, letters home, test results, psychological, etc.).
Operates office equipment, such as computers, copiers, fax machines and phone systems and follows
office procedures/manufacturer instructions; arranges for repairs when equipment malfunctions.
Have all appropriate forms copied and available for teachers when needed.
Keep family files cards and family roster updated on DASL.
Make sure that all beginning of the year forms are turned in and properly filed.
Administering basic first aid to students and filling out accident reports if deemed necessary.
Maintains a neat and organized work area.
Will be evaluated by Principal
Performs other related duties as assigned by the school principal.
Education and Experience:
 High School Graduate, equivalent, or higher education required.
 Experience as a receptionist/administrative assistant in a small, medium, or large firm or equivalent
experience is necessary, minimum of two years.
 May need to attend continuing education as required.
Basic Qualifications:
 Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic
Church.
 Must be in full communion with the church.
 Excellent communications skills in English; verbal and written.
 Excellent human relations and interpersonal skills; exercise courtesy to fellow employees; parents,
students, and the general public.
 Must be a self-starter; well organized; perform multiple tasks simultaneously and work with a sense of
determination.
A Tradition Worth Keeping
Delphos St. John’s Catholic Schools
Delphos, Ohio
Allen County
Posting Date:
Closing Date:
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April 10, 2015
May 1, 2015
Must have knowledge of administrative and clerical procedures and systems such as word processing,
database, and spreadsheet applications (Word, Excel, Outlook, and Access), managing files and records,
stenography and transcription, designing forms, and other office procedures and terminology.
Ability to maintain confidentiality.
Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel
locally as required; weekend and overtime work may be required.
Proficiency in computer technology to include word-processing, spreadsheets, power point and internet
research; minimum typing skill of 40-50 wpm.
Professional bearing; clean and neat personal appearance.
Ability to successfully pass BCI/FBI background check.
Certified in Protecting Youth and Those Who Serve Them or Shield the Vulnerable; Sign Expectations
Form.
Language Skill
 Ability to read, analyze, and interpret general business periodicals, professional journals, technical
procedures, or governmental regulations. Ability to write reports, business correspondence, and
procedure manuals. Ability to effectively present information and respond to questions from groups of
managers, clients, vendors, employees, and the general public.
Mathematical Skills
 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Skills
 Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret
an extensive variety of technical instructions in mathematical or diagram form and deal with several
abstract and concrete variables.
Physical/Mental Requirements:
 Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required
in a normal office environment.
 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 stand; walk; sit; use hands
to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl;
and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities
required by this job include close vision, distance vision, and ability to adjust focus.
 The noise level in the work environment is usually moderate. Position may be required to attend some
events in the evening.
A Tradition Worth Keeping
Delphos St. John’s Catholic Schools
Delphos, Ohio
Allen County
Posting Date:
Closing Date:
April 10, 2015
May 1, 2015
RECEIPT AND ACKNOWLEDGEMENT
I acknowledge that I have been given a copy of this position description. I have read it and understand it. I am
responsible for complying with all position duties, requirements and responsibilities contained herein, and any
subsequent revisions.
This position description has been designed to indicate the general nature and level of work performed by
employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities and qualifications required of employees assigned to this position.
I understand and agree that the position description is presented as a matter of information only, and is not to be
construed as a contract between Delphos St. John’s Parish and School and its employees.
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Employee Printed Name
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Employee Signature
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Date
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Supervisor Signature
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Date
A Tradition Worth Keeping