High School Administrative Assistant

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: High School Diploma or General Education Diploma (GED) is required and at least one year related experience in office administration and use of computer software. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in Catholic education within a school office setting strongly preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit. Demonstrated ability to work successfully with youth and the public.
• Language Skills: Ability to communicate effectively verbally and in writing. Ability to respond to common inquiries from students, school families, staff or members of the public. Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals.
• Organizational and Reasoning Skills: Highly organized and accountable; ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: Proficiency in usage of database software, internet software, email and word processing software. Ability to proficiently use the following programs strongly preferred: PowerSchool, MS Word and Excel. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with students, school families, staff, and members of the public including vendors, law enforcement and other agencies. Ability to exercise good judgement and work in an environment with constant interruptions and minimal supervision. Ability to work longer hours, as needed.
• Certificates, Licenses, Registrations: Certificates as determined by the school system including a valid Wisconsin Driver's License and ability to obtain a valid CPR/First Aid card.

Physical Requirements (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this job, the employee is regularly required to:

• Talk and hear.
• Specific vision abilities include close vision.

The Employee is frequently required to:

• Walk; sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal; stand, stoop, kneel, crouch/crawl, and climb stairs.

The Employee must regularly:

• Lift and/or move up to 15 pounds and occasionally up to 20 pounds from the ground or overhead.

Work Relationships & Scope

Reports to the Principal. Frequent contact with school staff, students and school families. Occasional interaction with other Siena colleagues. Secures the approval of the Principal in making decisions when answers are not clear and further guidance or input is needed. This position may supervise student volunteers. All school employees have responsibility for supervising students and assisting in maintaining a safe environment.


Work Environment (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed in an indoor environment in a standard office/school setting setting. The noise level in the work environment is usually low to moderate and occasionally high. May be exposed to outdoor weather conditions and bloodborne pathogens.