HIGH SCHOOL RECEPTIONIST & ADMINISTRATIVE ASSISTANT - MAIN OFFICE
Job Summary
Under the supervision of the Principal, the receptionist and administrative assistant provides support to the high school Principal and school life administrative team in a wide range of office and school operations. A primary task is the coordination of internal and external substitutes for teacher absences. The administrative assistant is often the first point of contact for guests of Divine Child High School. Duties include welcoming guests and greeting visitors of the school as well as performing basic security measures prior to notifying the school’s point-of contact. The main office receptionist and administrative assistant will also coordinate activities, including distributing correspondence and answering and redirecting in-coming phone calls. He/She also performs functions including but not limited to: issuing work permits and transcripts, maintaining calendar for website, creating Honor Roll letters, mailing/emailing report cards, email and material distribution, school supply monitoring and ordering, photocopying and faxing assistance, and daily school announcement preparation and posting.
Divine Child High School, centered in the teachings of Jesus Christ, the rich Tradition of the Catholic Church, and the call to unconditional love, develops young men and women for lives of responsibility, leadership, and faith in action.
Employees of Divine Child High School support and uphold the philosophy of Catholic education and the mission, vision, and core beliefs of Divine Child High School.
They act as witnesses to Gospel values by modeling the teachings of Jesus Christ, and they support and adhere to the Code of Conduct and policies and procedures of the school and Archdiocese of Detroit.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
- Reception/Hospitality. Greets and welcomes guests as soon as they arrive at the main office of the high school (required of all guests). Maintains school security by following safety procedures and controlling access of visitors to the building including sign in and out and guest badges. Contacts the appropriate person and office to escort any/all guests into the school. Answers, screens and forwards incoming phone calls. Determines the best administrator/staff member to assist with guests calling the school/needing assistance. Answers questions and resolves situations involving students, parents, public, faculty and staff through knowledge of school policies and procedures. Maintains a positive and professional attitude/approach when dealing with conflict resolution situations. Ensures reception area and main office counter is tidy and presentable, with all necessary stationery and material. Coordinates appropriate seasonal and holiday decor for the main office reception area. Maintains main office reception supplies (i.e. coffee, water, snacks, candy, etc.). Assists the school life team by coordinating food and beverage requests and set ups for school meetings and events.
- Subbing. Monitors and ensures that all days requiring internal or external substitutes are filled. Maintains a current list of qualified outside substitute teachers, including contact details, availability, and subject expertise. Confirms substitute availability and notifies teachers and substitutes about assignments in advance. Notifies teachers about substitutes who will be filling in for them, ensuring that lesson plans and class materials are available. Communicates with substitutes to provide them with necessary information including classroom location, instructions, schedule, rosters, etc.). Provides external substitutes with information about school policies, safety procedures, and any other important guidelines. Serves as a liaison between teachers, substitutes, and administration to ensure smooth operations.
- Other. Operates a variety of office equipment including a copier/fax machine, laminator, two-way radio, computer and assigned software. Assists with coordination of scholarships, mailing/emailing report cards, assists administrators with posting daily school announcements. Assists administrators with sending passes and summoning students to offices as needed. Compiling and mailing Honor Roll letters to parishes and middle schools. Composes correspondence independently or with general instruction on a wide range of subjects. Distributes and maintains current class rosters, student locators and other internal materials for faculty as needed. Works with a team of other administrative assistants and substitutes in those roles as needed. Maintains office supplies inventory and order replacements as needed. Coordinates with Principal and other administrative assistants for main office desk coverage during breaks or time off of work. Maintains the website school calendar. Handles transcript and educational verification records requests and support. Maintains confidentiality of various aspects of school operation including sensitive and personal information.
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
Qualifications
Knowledge of:
- Organizational operations, policies and objectives.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Modern office practices, procedures and equipment.
- Operation of a computer and assigned software.
- Telephone techniques and etiquette.
- Principles of providing training and work direction.
- Basic first aid techniques.
- Interpersonal skills using tact, patience and courtesy.
- Oral and written communication skills.
- Basic math.
Ability To
- Communicate effectively with parents/guardians, students, faculty and staff, parishioners, and the public in a professional manner that represents the Church of the Divine Child.
- Pass background check and complete initial training.
- Learn school organization, operations, policies and objectives.
- Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
- Assure smooth and efficient office operations.
- Maintain a variety of records, logs and files.
- Understand and carry out oral and written instructions.
- Compose correspondence and written materials independently or from oral instructions.
- Establish and maintain cooperative and effective working relationships with others.
- Serve as liaison between administrators, faculty, staff, students, parents and the public.
- Meet schedules and timelines.
- Complete work with many interruptions.
- Work independently with little direction.
- Work confidentially with discretion.
Education/Experience
- High School Diploma
- Ideally, 3-5 years of successful experience in a similar position with similar responsibilities.
Physical Demands
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.
- Sitting, standing, and walking for extended periods of time.
- Dexterity of hands and fingers to operate assigned equipment and a computer keyboard.
- Hearing and speaking to exchange information in person and on the telephone.
- Reaching overhead and above shoulders to retrieve files and materials.
- Bending at the waist, kneeling or crouching to file materials.
- The employee must occasionally lift and/or move up to 25 pounds.
- Seeing to read a variety of materials.
Work Environment
Indoor/school office environment. Constant need for multitasking. These work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
Benefit
Interested applicants who currently have a student at either Divine Child High School or Divine Child Elementary may receive tuition support in addition to compensation.
Application Process
Interested applicants should submit the following materials: a cover letter, resume, and a list of professional references to: Mrs. Renee Crumrine, crumriner@divinechildhighschool.org
Divine Child High School is an equal opportunity employer that makes decisions regarding employment based on merit, qualifications, and abilities without regards to race, color, national origin, or any other protected status.
