School Office Administrative Assistant

St. Cecilia School San Francisco, California School Office Administrative Assistant

Job Summary St. Cecilia School is a vibrant Catholic school in the Archdiocese of San Francisco. The school is dedicated to fulfilling its mission of a rich tradition of ensuring the highest level of learning through faith and excellence in education.

The position of School Office Administrative Assistant reports to the Principal. Under the direction of the Principal, the School Office Administrative Assistant is responsible for managing the main office functions. The School Office Administrative Assistant maintains office record-keeping systems, scheduling use of school facilities, oversees office supplies and inventory, maintains a comprehensive filing system for student files and records, maintains record keeping, assists school leadership with parent communications and coordinates new student admission processes. The School Office Administrative Assistant performs a full range of clerical and office reception functions including greeting and referring visitors, word processing, data entry, mail processing or routine scheduling, manages the day to day office operations, and is responsible for performing administrative tasks to support and assist school leadership. The School Office Administrative Assistant is also responsible for assisting students who need basic first aid care, need to contact parents with questions or who need intermittent rest from the classroom.

The ideal candidate will implement the St. Cecilia School mission and philosophy, will follow the policies of the Archdiocese of San Francisco Employee Handbook, the school’s student-parent handbook and adheres to the directives set by school administration.

The ideal candidate will have the skills necessary to perform the job duties, have excellent written and verbal communication skills, and be able to work collaboratively with both internal colleagues, parish staff and school families in a considerate and respectful manner.

Position Description

Job Summary: As a member of the Principal’s staff, the School Office Administrative Assistant provides the day to day operations of the main School Office, and is the first point of contact with students, parents and visitors to the school. The School Office Administrative Assistant greets and directs visitors, manages school/home communications, and performs administrative assistance in support of the Principal, Assistant Principal, faculty and staff of the school.

Essential Duties and Responsibilities ● Perform complex and confidential administrative duties as directed by the principal ● Perform all general administrative duties supporting daily operations of school which includes: oversight for managing educational materials, issuing student/parent forms, ● Answers the phone and front door ● Administers first aid for minor injuries, completes accident reports ● Verifies daily attendance ● Liaison with School Photographer company ● Assists with school website updates and is liaison with website administrator ● Reserves auditorium and lower church facilities ● Updates and maintains faculty and staff mailboxes ● Manages system for sending report card envelopes ● In collaboration with the Assistant Principal, oversee the update of student, family information in school student database, Schoolspeak and Constant Contact communication ● Prepare new Cumulative Pupil Files for new students ● Prepare and send cumulative file information per approved school requests ● Update cumulative files: move transferring students to storage files, transfer cum files to next grade level ● Receives mail and deliveries ● Maintains visitor log information ● Verifies new student records, required paperwork for files ● Updates class/homeroom lists ● Verifies all health requirements for new students ● For New Student Applicants: prepares new student information, creates packets, coordinates communication, collects and verifies required documents returned

Required Skills ● Ability to effectively communicate with staff and parents verbally and in writing ● Knowledge and operation of modern office technology and use of Google Tools, Excel, Microsoft Suite products ● Ability to function effectively under frequent interruptions, deadlines, unexpected events ● Ability to work independently with little direction ● Ability to be discreet and professional when handling confidential information ● Strong public relations skills ● Interpersonal skills using tact, patience and courtesy ● Read, interpret, apply and explain rules, regulations, policies and procedures ● Compose correspondence and written materials independently

Preferred Experience ● Five years of experience working in an office or school environment

Physical Demands and Work Conditions ● Using a mouse and keyboard for an extended period of time ● Requires ability to sit for an extended period of time with intermittent and occasional walking, standing, bending and squatting

Hourly Salary Range: $22.08-$28.00

To Apply, please send cover letter, and resume to lheld@stceciliaschool.org or Laura M. Held, Principal St. Cecilia School 660 Vicente Street San Francisco, CA 94116

Statement of Non-Discrimination All school staff of Catholic Schools of the Archdiocese of San Francisco shall be employed without regard to race, color, sex, ethnic or national origin and will consider for employment, qualified applicants with criminal histories. ( Administrative Handbook, #4111.4)

Job Type: Full-time

Pay: $22.08 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• working in an office or school environment: 5 years (Preferred)

Ability to Relocate:

• San Francisco, CA 94116: Relocate before starting work (Required)

Work Location: In person