Administrative Assistant

Employment Type: Full-Time
Salary Range: $22/hr. – $25/hr.
FLSA Status: Non-Exempt; hourly
Hours: 7:30am – 3:30pm, Wednesday 7:30 – 1:30pm or 2:30pm (35 hours/week)

Reports to: Principal

Position Summary:

The school’s Administrative Assistant performs a variety of administrative and clerical tasks. These tasks include preparing school reports and documents, keeping accurate school records, greeting and interacting with the public, and working cooperatively with staff, students, and parents. Duties and responsibilities include but are not limited to the following:

Position Responsibilities:

• Runs the school office in a professional manner
• Maintains copiers and other office equipment
• Answers the phones and greets visitors
• Maintains sign-out sheets and issues visitor passes when needed
• Provides basic admissions information to prospective families
• Provides secretarial support to administration and staff
• Assists the bookkeeper with parent & family enrollment information
• Sends, receives, and distributes mail daily
• Monitors student health
• Completes annual reports as needed for administration and Dioceses
• Oversees school yearly registration
• School Calendar: Maintains daily changes and updates to the Month-at-a-Glance calendar
• School website: Updates the school website regularly.
• Student Files: Maintains student files with all required documentation including state required immunizations. Reports immunization numbers to CDPH annually.
• School Tours: Conducts school admission tours as requested.
• School Admission: Tracks classroom availability and guides families throughout the admission and registration process.
• Disciple of Christ Awards: Creates awards and notifies parents of recipients.
• Studentsupervision: Provides supervision during recess/lunch as needed.
• Communication outreach: Provides upcoming event information for weekly family communication.
• Performs other duties as assigned by principal

Religious Qualifications:

• Active, practicing Roman Catholic (preferred)
• Respects and understands a Catholic school philosophy.

Professional Qualifications

• Strong communication skills
• Friendly with excellent people skills
• Portrays a professional demeanor
• Self-directed
• Great attention to detail
• Performs standard word processing and Excel programs
• Understands web-based application skills needed to run a school like, i.e., Student Information Systems

Physical Requirements:

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a phone system. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

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.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Holy Trinity School, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.