2022-2023 Full-Time School Secretary/Receptionist: St. Mary Catholic School, Mokena, Il

Position Type:
Administrative Assistant/School Secretary

Date Posted:
2/3/2023

Location:
St. Mary Catholic School, Mokena

Date Available:
03/01/2023

Closing Date:
Posted until filled.
Full-time School Secretary/Receptionist
St. Mary Catholic School, Mokena, IL
Position available: March 1, 2023

JOB SUMMARY
St. Mary Roman Catholic School is seeking a person of great faith who enjoys working with people and is committed to serving as the 'face' of the school. This is a full time position.

Under the direct supervision of the principal or other office administrators, the School Secretary / Receptionist will provide clerical, secretarial and administrative assistance to school administrators; convey information regarding school functions and procedures; and will enthusiastically support the broad array of services provided to students, parents, instructional, and support employees. This is a 12-month non-exempt position that works a full calendar year.

Essential Functions

• Exhibits proficiency in using Microsoft Office Suite. (Outlook, PowerPoint, Excel, etc.)
• Demonstrates proficiency in learning and using School Speak, the school's parent communication platform.
• Maintains strict confidentiality in all matters related to administrators, students, staff, and parents.
• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees and parents regarding activities, and events.
• Assists in planning and scheduling school events and activities, and in maintaining calendars of school and student events.
• Assists in maintaining documents, files, and records for the purpose of providing up-to-date references.
• Assists in tracking purchase orders, tracks deliveries of books and supplies, and maintains accurate inventory records.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring item availability.
• Responsible for entering and maintaining all data into the FACTS program.
• Answers the phone and door and warmly greets and assists visitors to the office; including students, parents, substitutes teachers, CSO staff, and others.
• Answers telephone calls in a courteous manner and provides accurate information and assistance to callers.
• Distributes incoming mail as appropriate and manages outgoing mail and deliveries.
• Evaluates situations for the purpose of taking appropriate action and/or of directing appropriate personnel to achieve conflict resolution.
• Registers new students, making sure forms are completed; obtains transcripts and other documentation as needed; and enters data into computer systems regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employee by providing accurate information, facilitating communication among parties and/or providing direction
• Assisting with general first aid and health needs of our students. (Training will be provided if necessary).

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment
Uses standard office equipment such as personal computer's copy machines, fax machines, and telephones.

Knowledge, Skills and Abilities

• Ability to describe problems and to respond orally or in writing to his/her supervisor as required.
• Ability to retain composure and to refrain from being caught up in workplace drama.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work; this includes school administrators, office staff, Pastors, Priests, staff members, parents, and students.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and to perform basic arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail, etc.).
• Ability to problem solve job-related issues.
• Ability to work harmoniously with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality in regard to information about administrators, students, employees, clergy, and others.
• Organizational and time management skills.
• Knowledge of office management procedures

Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
Typical qualifications would be equivalent to:

• Graduation from high school.
• Successful experience with office management principles is preferred.
• This individual must be an independent self-starter with an impeccable work ethic.

To Apply for this Position
Applicants who meet the necessary qualifications are requested to complete an online application through the Diocese of Joliet Frontline Applicant Tracking System at the link below.
https://www.applitrack.com/dioceseofjoliet/onlineapp/