High School Administrative Assistant

Job Description

Job Description

Siena Catholic Schools of Racine is seeking a dynamic and versatile Administrative Assistant at St. Catherine's High School.

Scope and Summary: The High School Administrative Assistant reports to and works under the supervision of the school Principal and has primary responsibilities of providing general administrative support and greeting school patrons, including students, school families and visitors. Serves as a resource to students, school families, faculty and staff to provide general information on the policies, procedures and activities at the school site. Performs work under daily work pressures, successfully performing essential duties and responsibilities in a busy school office, even amid frequent interruptions and shifting needs.

Essential Duties & Responsibilities:

• Greets parents, students, visitors, and staff in the main office and directs them as appropriate, providing necessary passes and maintaining security by following all procedures, including maintaining an accurate sign in log. 

• Follows and administers medical protocols for students, including storage and distribution of student medications, following HIPPA guidelines and safety regulations. Attend to ill/injured students, providing first aid as needed. Facilitate processing of accident/injury reports when situations dictate this requirement.

• Performs general office duties including answering multi-line phones, using public address systems, handling mail & postage, maintaining & assisting with the use of various office equipment, filing, generating correspondence, creating and updating spreadsheets and completing data entry; updating phone system voicemail greetings as needed.

• Ensures the school office reception area is maintained, neat and organized.

• Maintains a safe and secure entry to the school.

• Coordinates verbal and written communication with the school systems main office.

• Maintains accurate paper and electronic records, including those for students and staff.

• Track and maintain Yondr Pouch use. 

• Provides administrative support to schedule meetings and prepare written communications to parents from school site Principal/ Asst. Principal as directed.

• Uploads documentation to Powerschool as directed by the Principal. 

• Distributes over the counter medications and prescription medication to students while ensuring the appropriate documentation is on file for all medications while following appropriate DPI medication processes and HIPPA guidelines.

• Attends meetings and professional learning as requested.

• Handles other duties and projects, as assigned.

Administrative Support:

• Coordinate purchasing including:

  • Maintain inventory and order supplies for the faculty & staff.

  • Textbooks (hard copy and e-books) as directed by the principal.

  • Submit orders and coordinate with vendors for timely delivery.

  • Deposit money in accordance with school and finance policies. 

• Prepare and maintain a variety of records and reports including lists of phone extensions, work orders, and other required records as needed.

• Coordinate field trip process, including management of all required documentation (permission slips, fees, etc.), transportation, etc.

• Create and maintain a comprehensive school site calendar.

• Assist staff with facilitation of meetings/events including coordinating catering for functions held at the school site.

• Assist with collection of fees as presented at the front desk and coordinate transactions and recordkeeping with the school system’s finance office.

• Create a weekly school site newsletter for weekly distribution, including sourcing information, writing, taking photos, editing and formatting. 

• Maintain social media platforms.

• Coordinate internal and external meetings, appointments, events, workshops, seminars and special events.

Attendance:

• Track attendance and absences; use reporting software and generate reports for internal and external use.

• Run daily reports on student absences and make calls to parents to check on students who have not been called in by parents.

• Assist students who arrive late or leave early. Issue E-Hall pass for those students to ensure timely arrival to office for pick up. 

• Timely preparation & distribution of daily, weekly and monthly attendance reports.

• Monitor attendance trends and limits and provide communication (verbal & written) to the school site Principal/Assistant Principal as directed. 

• Distribute and track facility keys, including elevator keys.

• Manage the assigned parking spaces and issue parking permits to site staff and students.

• Gather and prepare daily school site announcements.

• Maintain supply of hard copy forms available in the front office for student/parent data (i.e. medication forms, vacation forms, extra curricular forms, etc.) following HIPPA guidelines, safety regulations and confidentiality protocol.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: