Administrative Assistant

Administrative Assistant

The St. Joseph Catholic Academy is seeking a full-time administrative assistant for St. James Catholic School in St. Joseph, Missouri. Our Catholic school is seeking a warm, organized, and dependable Administrative Assistant to support the daily operations of our school and preschool. This position serves as an important point of contact for students, families, staff, and visitors and helps create a welcoming, professional environment rooted in our Catholic faith and mission.

The ideal candidate is organized, detail-oriented, approachable, and able to manage multiple responsibilities while maintaining confidentiality and a positive attitude. This position is full-time, averaging 40 hours per week.

Essential Responsibilities

Front Office & School Support

• Welcome students, families, staff, and visitors in a friendly and professional manner.
• Answer and direct phone calls, emails, and other inquiries.
• Maintain an organized and welcoming school office.
• Assist with student arrival, dismissal, attendance, and daily office procedures.
• Maintain accurate student and school records.
• Prepare correspondence, forms, reports, and other school communications.
• Assist the principal and school leadership with administrative tasks and special projects.
• Coordinate calendars, meetings, appointments, and room reservations as needed.
• Order and maintain office and school supplies.

Student & Family Support

• Serve as a helpful and responsive resource for families and students.
• Assist families with enrollment, registration, forms, payments, and other school-related needs.
• Maintain confidentiality regarding student, family, and personnel information.
• Communicate school policies and procedures clearly and professionally.
• Support school events, activities, and communications throughout the school year.

Financial & Administrative Support

• Assist with tuition and fee collection, deposits, invoices, and other basic financial processes as assigned.
• Maintain accurate records and documentation.
• Assist with purchasing, receipts, reimbursements, and other routine administrative functions.
• Work collaboratively with the school, parish, and diocesan offices as needed.

Knowledge, Skills and Abilities

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work effectively with children, parents, faculty, staff, clergy, and parishioners.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential information with discretion.
• Ability to prioritize multiple tasks and remain calm in a busy school environment.

Qualifications

• High school diploma required; additional education preferred.
• Previous administrative, school office, customer service, or related experience preferred.
• Proficiency with Microsoft Office and the ability to learn school management and administrative systems.
• A commitment to the mission and values of Catholic education.
• Practicing Catholic in good standing is preferred, but not required.

St. Joseph Catholic Academy offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.

Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person training prior to start date.