Job Description

School Secretary/Administrative Assistant

The School Secretary/Administrative Assistant provides a wide range of clerical and administrative support in the main school office.  The School Secretary/Administrative Assistant interfaces with all members of the Mount de Sales community and is involved in many aspects of the day-to-day school business.  This position involves a working knowledge of several administrative databases and familiarity with the Microsoft Office suite.  This is a part-time staff position of up to 30 hours per week and reports to the Vice Principal of Student Affairs.

The School Secretary/Administrative Assistantat Mount de Sales Academy is expected to be a highly skilled professional person who works in close collaboration with the administration so that he or she may effectively fulfill the various roles that must be assumed during the course of the day.  Mount de Sales Academy seeks to offer a high quality program that is integrated with religious truths and values.  The School Secretary supports the basic beliefs, values and traditions of the Catholic Church.  The School Secretary is expected to model Gospel values in personal demeanor and dealings with faculty, staff, students and parents.  He or she must possess a strong sense of the Catholic identity of Mount de Sales, excellent communication skills, discretion, and flexibility in managing multiple tasks.  Likewise, students are expected to model Christ-like behavior in their actions with the School Secretary and with one another.  Experience in administrative or clerical tasks required and familiarity with Microsoft Office applications preferred.  Respect for the dignity of each person is of utmost importance.

Duties and Responsibilities

The duties listed below are typically performed by an employee in this classification.  However, an employee may not be assigned all duties or may be assigned duties which are not listed.

• Engages in a variety of communications, including telephone notification, email, and correspondence with staff, students, and parents.
• Keeps accurate student absentee/tardy/dismissal record
• Prepares the daily announcements
• Responds to inquiries and questions about school events.
• Maintains the school bell system.  Rings bells manually in the event of non-programmed scheduled items.

• Oversees distribution of all mail. Determines correct disposition of office mail, assembles appropriate material for use in answering requests.
• In coordination with administration, organizes emergency early dismissals and assists with student and staff emergency information.
• Assists the Vice Principal of Student Affairs with all emergency drills performed throughout the school year. Maintains and updates crisis procedures, emergency binders and crisis management folders. 
• Prepares requisitions and maintains records of office supplies, equipment, copying needs, and other information for the Faculty Work Room.
• Oversees the procurement of all necessary office and student materials including medals, pins, rings and materials for school events and activities. 
• Provides back up for the Nurse’s office
• Assists the Vice Principal in the Graduation events including ordering the hoods/gowns for faculty and staff, overseeing the program content the ordering of tickets, music and other publications. 
• Assembles and delivers morning announcements and leads prayers on the intercom at the end of the day. Assists with morning prayers when needed.
• Gives announcements on the Public Address System as needed.
• Performs miscellaneous clerical work such as filing, preparing, and copying materials for distribution.  Makes and keeps statistical reports as requested.
• Assists in vendor coordination for school transportation, dances, and class rings. 
• Performs any other duties that may be assigned or deemed necessary by the Principal or Vice Principal of Student Affairs.
• Supports the Vice Principal of Student Affairs in maintaining the official school calendar.

Skills/ Attributes

• Commitment to the mission and vision of Catholic education in general and Mount de Sales Academy in particular.
• Effective written and oral communication skills.
• Discretion and confidentiality.
• Service-oriented.
• Ability to work in a kind, professional, and collegial manner with the faculty and staff, students, parents, and the public.
• Completes tasks efficiently and with attention to detail
• Punctuality and adherence to schedules.
• Excellent organizational skills and ability to coordinate, prioritize, and analyze several ongoing projects simultaneously.    
• Ability to remain calm and focused amid multiple demands.
• Working knowledge of MS Office Suite, with the willingness to learn SchoolPass, Blackbaud and other data management system.

Professional Qualifications

• Minimum of high school diploma (college education preferred).
• Experience with Microsoft Office and other software.
• Experience working as an administrative assistant or in an office position.
• Preferred experience with attendance software or data management systems.
• Ability to speak clearly and comfortably with leading students in prayer.
• Willingness to get certification to administer medication to students.

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