Administrative Assistant

Roman Catholic Diocese of Phoenix

Catholic Schools Office

Administrative Assistant Job Description

I. POSITION TITLE: Administrative Assistant

• Department: Catholic Schools
• School: Saint Jerome
• Grade: PK-8
• Supervisor: Principal

II. PURPOSE AND SCOPE


Under the primary supervision of the principal and the secondary oversight of the pastor, the administrative assistant is a person of integrity who strives to support the goals of Catholic education through exceptional operational, financial, and administrative service.


This role assumes responsibility for the efficient management of the school office; maintains detailed and accurate student, financial, and personnel records as required by the school and diocese; manages tuition, billing, and scholarships; coordinates daily logistical needs such as payroll, substitute coverage, and transportation; and establishes positive, welcoming school-community relationships with families, staff, and visitors.

III. ESSENTIAL JOB FUNCTIONS

Supports the Goals of Catholic Education

• Embraces and models the Catholic philosophy of education.
• Promotes and lives gospel values and Catholic moral teaching.
• Works toward the creation of a Catholic community within the school office and the entire school community.
• Actively participates in the process of continuous school improvement.

Financial, Billing, and Scholarship Management

• Manages the FACTS Student Information System (SIS) and FACTS Tuition Management platforms.
• Oversees student billing, tuition collection, and family payment accounts.
• Facilitates and tracks tuition assistance applications, including Catholic Education Arizona (CEA) and other school choice scholarships.
• Maintains meticulous financial records and provides regular reports to the principal.

Personnel and Payroll Operations

• Manages staff time clock data, processes payroll components, and interfaces with diocesan payroll systems.
• Coordinates and processes Substitute Teacher Requests to ensure continuous classroom coverage.
• Ensures all staff and volunteer files comply with Diocesan Safe Environment requirements.

School Logistics and Daily Operations

• Coordinates logistics for school events, Field Trips, and Bus/Transportation arrangements.
• Maintains a welcoming, organized, and professional front office environment.
• Answers phones, greets visitors, and serves as a primary point of contact for school families.
• Handles sensitive and confidential information with the utmost discretion.

Establishes Positive School-Community Relationships

• Maintains cooperative, respectful, and positive relations with all members of the school and parish community.
• Provides helpful, clear communication to parents regarding billing, scheduling, and school events.
• Attends and participates in school staff meetings and diocesan-sponsored in-services as requested by the principal.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Must demonstrate personal self-discipline, be adaptable, and remain flexible in routine and unexpected situations.
• Must use good judgment in daily encounters and handle stressful situations with grace.
• Must possess excellent verbal and written communication skills.
• Must demonstrate strong technological literacy, with the ability to quickly master specialized school software.
• Must maintain appropriate grooming and dress at all times as stated in the staff handbook.

MINIMUM QUALIFICATIONS

• Preference given to a practicing Catholic. Must be willing to support Catholic teachings and the philosophy of Catholic education.
• High School Diploma or equivalent required (Associate's or Bachelor's degree preferred).
• Prior experience with FACTS SIS/Tuition Management , bookkeeping, payroll systems, and school scholarship tracking is highly preferred but not required (training will be provided for the right candidate).
• Current Safe Environment Training certification and signed Diocesan Code of Conduct (or willingness to complete upon hire).
• FBI Fingerprint Clearance completed and valid in the State of Arizona.