School's Office Administrative Assistant

Diocese of Pensacola-Tallahassee • Full-time • Pensacola, FL, US • $15 - $18 / hour • 2m ago

JOB SUMMARY

The administrative assistant for the Office for Catholic Schools provides administrative support to the OCS, Superintendent and schools of the Diocese of Pensacola-Tallahassee.

The administrative assistant for the Office for Catholic Schools is often the first person encountered within the office. It is important that the person in this position represent the diocese and the department in a favorable manner, projecting professionalism, love for neighbor, and quality customer service in all matters.

JOB RESPONSIBILITIES

The administrative assistant for the Office for Catholic Schools will be required to prioritize and balance the output of several functions simultaneously, including, but not limited to:

· Generating, distributing, uploading, verifying and filing digital contracts and work agreements and employment documents for the schools on behalf of the Office for Catholic Schools and CYSL.

· Maintaining database for teacher in-service program and providing customer service to teachers and principals who have questions about the in-service program

· Maintaining database for teacher catechetical certification program and providing customer service to teachers and principals who have questions about the catechetical program

· Organizing and prioritizing volumes of information and calls; taking messages and/or fielding answers to all routine and non-routine questions;

· Scheduling and logistical support of meeting rooms, equipment, vehicles and travel arrangements as requested; maintaining calendars for the OCS and the Superintendent

· Generating, processing and distributing mailings and promotional materials as requested

· Performing basic bookkeeping, money counting and cash management according to diocesan policies

· Acting as back-up for the Pastoral Center secretary-receptionist, covering shifts and breaks as assigned by their Supervisor

· Maintaining inventory of supplies

· Maintaining current information on the OCS’ website

· Maintaining upkeep of the OCS and superintendent’s office space and its contents

· Maintaining and organizing the contents of the OCS network drive

· Keeping minutes of principal meetings

· Issuing I-20 documents to foreign students, and maintaining records for foreign students while they attend diocesan schools

· Going on “Compliance Visits” with Superintendent and Assistant to review office files of diocesan schools to confirm they are compliant, as required by State Scholarship programs.

· Assist the superintendent with data entry and presentation design of school dashboards and reports

· Provide logistical support for distribution of OCS Annual Reports and Seton fliers

· Monitor safe environment and coach training requirements compliance for school coaches

· Following diocesan policies of confidentiality

· Performing other tasks as requested by the Superintendent of Catholic Schools

SUPERVISION

SUPERVISED BY: Superintendent of Catholic Schools

SUPERVISES: N/A

LEADS/GUIDES: N/A

JOB SPECIFICATIONS

EDUCATION: High School and either some college or equivalent experience required.

EXPERIENCE: Two to four years in a related field preferred.

LICENSES, CERTIFICATIONS AND/OR REGISTRATION: Must pass background screening, credit check and all diocesan requirements for employees.

EQUIPMENT/TOOLS/WORK-AIDS: Computer, typewriter, calculator, photocopier, facsimile machines and multi-phone systems.

SPECIALIZED KNOWLEDGE & SKILLS:

Demonstrated ability to:

· Prioritize and coordinate multiple projects simultaneously;

· Assist with planning, scheduling and coordinating meetings and events, including working effectively with participants, presenters and suppliers;

· Effectively organize an office space and catalog/file and retrieve a wide variety of information

· Work with web-based programs;

· Use Microsoft Office proficiently, including Word, PowerPoint, Outlook, and Excel;

· Operate a multi-line phone system and its accompanying technology, including pleasantly and properly handling a wide variety of calls;

· Create attractive electronic and print programs, brochures and fliers;

· Work independently;

· Employ strong written and oral communication skills

PERSONAL TRAITS, QUALITIES & APTITUDES: Must be flexible and able to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure; communicate effectively with people from all socio-economic backgrounds; punctuality; professional appearance and demeanor.

WORK CONDITIONS: Inside environment, protected from weather, but not necessarily from temperature changes. Provide event and program support some weekends and evenings throughout the year. Travel to events outside of the office setting,

PHYSICAL DEMANDS/TRAITS:Perceive characteristic of objects through the eyes; express or exchange ideas by means of the spoken word; perceive the nature of sounds by the ear; sit for prolonged periods of time; able to lift, carry, push or pull 20 lbs maximum with frequent lifting and/or carrying of 10 lbs.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits: