Secretarial Position Administrative Assistant

Job Description:

ADMINISTRATIVE ASSISTANT - Full Time

St. Mary Catholic School, Ridgefield, CT

OVERVIEW:

Under the direction of the School Principal the Administrative Assistant is responsible for supporting school and Diocese of Bridgeport in its mission. A variety of administrative duties with wide latitude for exercising discretion and judgment. Duties are related to the Principal's roles and outside commitments. The ideal candidate will be dynamic and energetic with a demonstrated ability to work with little oversight/direction while handling confidential information and exercising discretion in handling related office and school matters at all times. This position is vital to the integrity and professionalism of the school's office and its mission. This employee supports the goal of ensuring efficient operation of the school office and maintains an attitude of flexibility and confidentiality.

RESPONSIBILITIES:

• Supports the Catholic Mission of the school and a practicing Catholic in good standing.
• Maintains organized, clean, professional office environment.
• Works effectively with school community
• Pleasant, professional to all in person or on phone, ensuring proper sign in and Virtus trained.
• Assures timely communications
• Maintains Student Information System daily
• Follows up with Principal appropriately for all excessive absences, tardiness etc.
• Schedules and processes field trip requisitions.
• Secures substitutes
• Tracks employee absences and personal days.
• Submits payroll additions to bookkeeper as directed
• Performs beginning-of-year and end-of-year functions for computerized student records and grade

books; adheres to year-end procedures for student records - mailings, recommendations etc.

• Assists with admissions process
• Coordinates entire enrollment process; Collects, tracks, files and updates all forms
• Assists with scheduling and coordination of parent conferences, meetings, field trips, etc.
• Receives, distributes, prepares mail appropriately.
• Assists with maintaining and updating the school calendar.
• Processes approved purchase orders for textbooks and supplies;
• Coordinates and books travel arrangements, plans itineraries and related payment(s).
• Oversees all administrative aspects of seminars including registration and confirmation.
• Participates in or assists in leading meetings ensuring that all required information is completed,

delivered in advance and available for the appropriate individuals.

• Takes and transcribes meeting minutes and keeps accurate records of all meetings.
• Maintain confidentiality at all times.
• Maintains school/office supplies; Ensures proper operation of equipment
• Assume responsibility for the development, administration, and promotion of special projects.
• Produces a variety of communications
• Oversee students awaiting disciplinary action or in office as required.
• In the absence of the school nurse, assists to the degree allowed
• Evening/weekend meetings/events possible
• Self-starter; well organized; work with a sense of urgency.
• Sound, professional judgment, behavior and appearance
• Continue learning - PD workshops, etc.
• Punctuality is a must at all times.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task.

QUALIFICATIONS:

• Practicing Roman Catholic in good standing
• High School Graduate or equivalent is required with 3-5 years' Admin. Assistant experience
• Excellent communications - written, verbal, interpersonal skills
• Proficient in MS Office Suite (Word, Excel, Outlook, Power Point)

Physical/Mental Requirements: Requires walking, sitting, standing, bending, reaching, talking, handling, hearing, carrying, keyboarding, etc. Able to lift as required in office and school building environments.

Travel Requirements: Must travel to school, meetings and/or local school related business.

Please complete all CT Reap Application Information to be considered for this job including sending a cover letter, resume and 3 letters of recommendation to ambrosior@smsridgefield.org.