26-27 Full Time Administrative Assistant

Administrative Assistant

St. Raymond School in Joliet, IL is seeking a full-time administrative assistant to begin in summer of 2026. Ideal candidates should have a joyful, positive presence, great customer service and strong organizational skills with attention to detail. The Administrative Assistant works in a busy and fast-paced school office environment that requires frequent interaction with students, parents, faculty, staff, and visitors. Flexibility, patience, and a welcoming demeanor are essential.

Position Purpose: Under the direct supervision of the Principal, the Administrative Assistant provides clerical, secretarial, and administrative support to the Principal and school staff.

Responsibilities of this position focus primarily on customer service, clerical duties, data entry and analysis, organization, record keeping, and the efficient operation of the school office.

Essential Duties and Responsibilities:

• Customer Service Responsibilities
• Develop a positive, welcoming and caring climate in the front office
• Answer incoming phone calls in a pleasant, informed manner in order to provide a good image and first impression of the school
• Greet all incoming students, families, and guests respectfully and professionally, determining their needs and directing them to the proper person
• Evaluates situations for the purpose of taking appropriate action and/or of directing appropriate personnel to achieve conflict resolution.
• Check voice mail messages left in school's general mailbox on routine basis and distribute accordingly those messages needing immediate attention
• Be knowledgeable and current on school activities, programs, and events
• Select appropriate channels for resolving concerns or problems as situations present themselves
• Require all visitors to sign-in and identify themselves; provide appropriate passes and badges following policy and protocol
• Check students in and out- issue passes and monitor requests for early dismissals
• Assist in all aspects of maintaining a professional front office, including filing and copying of sensitive information
• Work closely with the nurse and administration regarding care for students, especially in emergencies
• Receive deliveries from outside supply and delivery services, arrange for distribution to the relevant department
• Make public address (PA) announcements as needed (general, security, weather, sports)
• Fulfill a lead role in managing safety drills and emergency situations that may arise.
• FACTS Management (SIS)
• Maintain and manage all student, family, enrollment, and attendance within the FACTS Student Information System; generate reports; support Family Portal users; process enrollment and re-enrollment; maintain student records; and assist administration with data analysis, reporting, and school operations.
• Files
• Student
• Maintain and audit student cumulative files to ensure all required documentation is current, complete, and accurately filed
• Monitor student records for missing documentation and communicate with families and schools to obtain required information
• Process student records requests, including requesting records for newly enrolled students and transferring records to receiving schools in accordance with applicable policies and procedures
• Teacher
• Maintain and audit faculty personnel files to ensure all required documentation is current and complete
• Monitor compliance requirements and send notices regarding missing, expired, or updated documents
• Process faculty file requests, including the transfer, receipt, and organization of employment and credential records
• VIRTUS (Protecting God's Children) Management
• Maintain and monitor VIRTUS records to ensure faculty, staff, and volunteers remain compliant with diocesan safe environment requirements
• Track training completion, background checks, and certification renewals, and communicate with individuals regarding upcoming or overdue requirements
• Generate and maintain compliance reports and documentation to support school and diocesan audits and reporting requirements
• Clerical Duties and Reporting
• Receive and distribute miscellaneous materials such as school supplies, student lunches, forms, athletic equipment, etc. left with the front office for students by their parents, and/or others
• Copy and organize materials for administration
• Prepare routine correspondence, reports, records, and other office documents
• Add events to all calendars
• Distributes incoming mail as appropriate and manages outgoing mail and deliveries.
• Fulfills a lead role in managing safety drills and emergency situations that may arise.
• With Principal approval, prepare the necessary documents for any Title Funds available through the public school district.
• Prepares IWAS reports under the direction of the Principal.
• Using FACTS information system, submit NCEA report
• When nurse is not on campus:
• Assess student's injury(s) or medical complaint(s)
• Contact parents if necessary
• Add medical event information to FACTS student profile
• Dispense medications if necessary
• Other Duties
• Maintain the school's lost and found box
• Work with local bus companies to secure buses for class field trips
• Order milk on a weekly basis and submit report to ISBE
• Assist principal with the planning of graduation trips and ordering of graduation items
• Handle financial transactions as needed
• Order flowers for special events as directed by the principal
• Other duties as requested or assigned per the School Administration

Expected Behaviors:

• Dress appropriately, consistent with school's dress code at all times and maintain a positive attitude and appearance in accordance with school standards
• Report inappropriate behavior to School Administration in order to maintain a safe learning environment
• Uphold confidentiality and professionalism in handling student, family, personnel, and school information
• Abide by and comply with all school policies and regulations

Qualifications:

• Associate's Degree Required/Bachelor's degree preferred
• Exhibits proficiency in using Google Suites. (Docs, Sheets, etc.)
• Minimum 2-5 years' experience in office management and/or administrative assistant
• Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors
• Must be able to work intuitively and independently
• Strong organizational skills for multi-tasking and prioritizing responsibilities
• Demonstrated writing and oral communication skills
• Ability to establish and maintain satisfactory working relationships with other employees, students, parents and the general public
• Ability to remain calm, composed and flexible within a busy and demanding environment
• Regular and consistent attendance and punctuality is required and as a condition of employment
• Must have a valid state driver's license

Physical Qualifications:

• Regularly required to listen, physically direct, and speak
• Able to handle emergency situations calmly and effectively
• Position requiring mobility, including bending, lifting (up to 30 lbs.), pushing, walking
• Use of hands and fingers to manipulate office equipment, handle, or feel and reach with hands and arms
• Specific vision abilities required including close vision, distant vision, color vision and depth perception
• Must be capable of standing and/or sitting at a computer for extended periods of time, be capable of repetitive movements of wrists, hands and fingers
• Must be capable of occasionally carrying and moving small objects

Work Schedule:

• This is a full-time (benefited) position. This is an 11-month position; work hours are 7:15am to 3:30pm Monday through Thursday and 7:15am to 2:30pm Friday with additional evening/weekend hours as requested for school events.
• This position has an annualized salary range of $18.00 - $21.00. An employee's pay within the salary range will be based on many factors including but not limited to relevant education, qualifications, experience, and skills.

Benefits:

• We offer a competitive benefits package that includes: Paid Personal Leave Days and Holidays Medical, Dental, Vision Insurance, Basic Life and AD & D, Long-Term