Administrative Assistant Job Description St. Agnes Catholic School 

DIOCESE OF PHOENIX

1. POSITION TITLE: Administrative Assistant 
2. GENERAL DESCRIPTION:

Under the supervision of the Principal; the administrative assistant for the Principal is responsible for maintaining a good relationship with the students, parents, faculty and staff members; assists the Principal in maintaining accurate personnel and student records; provides all secretarial work required by the Principal; assists in FACTS accounts, STO’s and ESA programs. and is the point person for school health care needs such as daily health reports and immunization records.  Performs any other job-related tasks deemed necessary and/or assigned by the Principal.

III. DUTIES OF THE JOB:   (major and minor tasks) Those tasks preceded by an asterisk (*) are absolutely essential functions of the job and must be performed satisfactorily with or without reasonable accommodations.

1. Strives to achieve the goals of Catholic education; shows evidence of knowledge of the Catholic philosophy of education; promotes gospel values and Catholic moral teaching; upholds the doctrinal teaching of the Catholic Church; provides opportunities for the students to be prepared for life in today’s Church and society.

1. Takes care of Principal's correspondence ­ incoming and outgoing

helps complete all yearly forms (i.e., NCEA, Diocesan, Office of School Accreditation, etc.); assists in the preparation of the NCA Accreditation Review; screens all telephone calls to the Principal; maintains records of appointments, meetings, and reminders for the administration.

1. Supervises the efficient operation of the school office; maintains the Google and SchoolSpeak Calendar for the school; 
2. Is the lead in greeting office visitors, answering the telephone, issuing attendance passes, keeping attendance records, health records and filing.
3. Orders and tracks needs of office supplies as well as the copier and supplies needed.  

1. Maintains and updates the filing system and materials in the correspondence and administrative areas.  Maintain student records and updates when needed.

1. Maintains current and accurate records according to school policy  Meets staff development guidelines as set forth by the Diocese/local administration.  Demonstrates professionalism in conduct, demeanor, and work habits

1. Maintains a work schedule that maximizes availability to the school, students and staff

I Maintains accurate health records for all students

1. Dispenses Medication according to Diocsean Policy 

K   Keeps an accurate daily log of all student contacts

L Performs any other job-related tasks deemed necessary and/or assigned by the Pastor and or Principal.

1. REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS

Must have initiative, creativity, and problem solving skills; judgment in handling different personalities and emerging situations; an ability to observe and actively listen in assessing individual student, staff, and program needs, proficiency in good communication skills with both children and adults; positive attitude in crisis situations; ability to work cooperatively with others as well as ability to delegate.  Must have knowledge and understanding of computers and word processing, and knowledgeable in all phases of diocesan procedures regarding the input and updating of all student records. 

Essential Functions of the Job

All those tasks preceded by and asterisk (*) listed in Section III identify those essential functions of the job that must be performed satisfactorily with or without reasonable accommodations.

Essential Mental/Physical Requirement

Requires reading and seeing; ability to work effectively under pressure and meet deadlines.

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, technological developments, etc.).