Administrative Asst

Little Lambs Administrative Assistant

The Little Lambs Administrative Assistant is responsible for typical administrative tasks and support to the Little Lambs Director. Disseminating information via email/social media/text communication to both the parents and to the teachers. Answers phone calls, routes emails, prepares and edits documents. Assists with ordering and maintaining office and classroom supplies. Responds to inquiries and explains rules, regulations, policies, and procedures.

Principal Accountabilities:

• Applicant should be a practicing catholic and/or a practicing Christian.
• Applicant will promote the catholic faith and support the mission and philosophy of Good Shepherd Catholic Community and little Lambs Preschool.
• Assist in keeping an environment of safety and security and consistency.
• Foster and promote a love of learning.
• Partner with team members as equals.
• Assist teachers as needed.
• Administrative Assistant should be prepared to be an extra set of hands, inside classrooms when needed.
• Administrative Assistant should be prepared to be a Substitute Teacher as needed.
• Administrative Assistant should be prepared to be a helper at Recesses and Bathroom Breaks as needed.
• Follow Little Lambs School Calendar activities.
• Keep documents in our shared Google Drive, submit/post to Little Lambs team.
• Assist teachers while they Perform Student Assessments twice per year. (Beginning and end of school year.)
• Communicate with parents as needed/directed.
• Understand and practice Safe Environment rules/regulations.
• Remain current in VIRTUS training.
• Remain current in CPR First Aid certificate.(LL will help obtain this)
• Understand and follow Little Lambs policies and procedures.
• Assist teachers as they strive to maintain a safe and clean classroom environment.
• Reshelve books in Little Lamb Library each day.
• Participate in Little Lambs activities and professional training outside the normal school hours to include the occasional evening/weekend activities. (These are very few.)
• Assist children with hygiene needs and with any/all first aid needs.
• Escort Children, either as a class or individually when needed.
• Learn and understand Planning Center (GSCC software/app/web platform.)
• Learn and understand Bright Wheel. Little Lambs Program management app
• Administrative Assistant might need to make quick communications during off-business hours to both teacher team and to parents.
• Working behind the scenes to prepare for the school day on off hours.
• May need to run off campus errands
• Other Duties as assigned.

Typical Decisions and/or Recommendations Made in This Position:

(Moderate/Minimal)Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received: (Moderate or Minimal)

Internal Contacts:

• The Diocese, Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Ability to accept work interruptions while still remaining focused on duties.
• Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 50 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic in good standing with the Catholic Church.
• High School Diploma/ GED
• Experience working in an office environment and performing administrative duties
• Experience in early childhood schools/daycare environment

Knowledge and Skills Preferred:

• Demonstrated ability to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor or Business Manager in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.

FLSA Designation: Non-Exempt, Part Time, Monday-Thursday, 25-29 Hours, Onsite