St. Frances of Rome School is seeking a secretary/administrative assistant to provide secretarial and administrative support to the Principal and school faculty.
Job Functions in a typical day at SFR:
-Serves as administrative support for assigned staff; represents school administrators and staff in providing information on organization-wide and individual school policies and procedures; serves as liaison between assigned staff and students, parents, outside agencies, and the community on a wide variety of school issues.
-Coordinates and organizes a variety of activities; answers, screens, and routes telephone calls; takes and distributes messages; greets and directs visitors to the appropriate office or staff member; interacts with students, parents, and staff to answer questions, resolve problems, and provide information; responds to questions and complaints and refers questions and complaints to appropriate staff; and acts as a liaison to other School offices.
-Composes, types, edits, and proofreads a variety of documents, including, but not limited to letters, forms, memos, bulletins, newsletters, administrative, statistical, financial, and staff reports, and correspondence.
-Coordinates and participates in the preparation and maintenance of records, including expenditures, student and staff calendars, requisitions, purchase orders, and meeting notes; ensures accuracy and proper maintenance of records and files manually and in computerized information systems; reviews a variety of records, reports, and other documents for completeness and accuracy and resolves discrepancies as required.
-Prepares, updates, and maintains a variety of school, staff, and student files and records; creates, updates, and maintains student cumulative records and emergency cards; files student attendance, testing, academic performance, disciplinary, work permits and other records in student files; prepares manual and computer logs of various documents and requests; retrieves, duplicates, and distributes copies of reports, forms, records, and documents as requested.
-Enrolls and registers new students; inputs and activates student data in school system as needed; inactivates student system records and processes paperwork for students leaving the school; sends or requests student records and transcripts from other schools; processes transcript requests for current and former students.
-Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, credit card statements, work orders, timesheets.
-Monitors minor repair of facilities and equipment; ensures that all equipment and facilities are in a safe and operational condition.
-Monitors, orders, receives, stores, and maintains adequate inventory levels of supplies and equipment.
-Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
-Coordinates and schedules school events and activities, including field trips and other school functions; maintains school master calendars.
-Assists with school and program budget planning processes; tracks and maintains school and program budgets.
-Assists with curriculum and assessment duties; prints documents; receives and distributes testing materials and textbooks; enters student data into computer systems.
-Maintains accurate reports and records of work performed and materials and equipment used.
-Performs related duties as assigned.
-Ability to work and multi-task in a fast-paced environment.
-Knowledge and experience with Microsoft Office 365 and databases (proficiency in Excel preferred).
-Able to communicate with multilingual/multicultural parents and students.
-Filing, copying, and preparing materials for workshops and meetings, organizing receipts and materials.
-Experience with time management while working within a timeline for task completion.
-Ability to exercise sound judgment, interpret and communicate policies and procedure, model norms of behavior that reflect high expectations.
-Ability to work a flexible schedule inclusive of extended hours and some weekends.
-Physical abilities including standing and sitting for extended periods, speaking/hearing, near and far visual acuity, normal field of vision, pushing/pulling, lifting, reaching, carrying, fine manual dexterity.
Letter of Introduction
Letter(s) of Recommendation (3 letters )
Proof of HS Graduation
St. Frances of Rome of School (Azusa)
734 N. Pasadena Ave.
Azusa, CA firstname.lastname@example.org