School Office Manager - Administrative Assistant at Most Precious Blood Fort Wayne, IN

Most Precious Blood School

1529 Barthold St.

Fort Wayne IN. 46808

SCHOOL OFFICE MANAGER/ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

Position Summary

The school office manager is responsible for running the administrative functions of the school office which includes monitoring attendance, work with parents, teachers, and visitors to oversee inquiries about school activities and policies, helping the school predict enrollment numbers.

The Administrative assistant, under supervision, is expected to perform a wide variety of moderately difficult and complex tasks utilizing various electronic platforms. This position serves as the hub of school activity.

RESPONSIBILITIES - INCLUDE BUT NOT LIMITED; OTHER DUTIES MAY BE ASSIGNED

GENERAL

Daily/Weekly/Annually

Greet visitors, answer telephone, and respond to incoming messages in a prompt, courteous manner, and/or direct messages to the appropriate staff memberResponsible for smooth office operation which includes, copier care and maintenance, replenishing & ordering supplies, maintaining and updating school files/records, following Diocesan document retention regarding files, shredding unneeded files based on policy guidelines, laminating & making copies for teachers/students, creating teacher school supply list,Distribution of incoming/outgoing mail and bulk mailingsAnnual preparation of office files and student files for school year, school registration, ordering hall name plaques, print honor roll certificates, update/maintain students' permanent records, plant show orchestration, organize/order winter coat distribution, planning/organizing annual teacher meetings, prepare & print birthday, and baptismal certificatesCount funds from school revenue streams and give to Business Administrator weeklyDrill preparation and communication for fires, tornadoes and security threats and lockdownsSend correspondence as needed including thank you notesAssist in cafeteria school lunch as neededCollect timesheets from hourly staff for principal's review and signature; once reviewed and approved then sent to the Business AdministratorReport needed facility maintenance and repair issues to proper facilities staffServe as a liaison from school office to various school groups/organizations to aid in their needs (i.e., Care & Share, HASA, Athletics)Maintain, update electronic platform databases, and pull data reports as needed (i.e. - PowerSchool, FACTS, ParentSquare, IDOE)Other duties as assigned

SCHOOL REPORTING

Daily/Weekly/Annually

Perform and complete all annual PowerSchool reporting/updating & maintenance - annual calendars, reporting tardiness and absences, data entry of student information, run reports for teachersPrepare and submit required state DOE reportsComplete & scan reports for FWCS conferences and continuing education for teachersRecord & report absences and notify parents that have not called in to report an absenceRecord detentions, supply teacher's detention list, and report detentions to parentsReport tardiness when applicable; find substitutes for teachers when neededAttendance - complete quarterly attendance reports for teachers and prepare yearly attendance for each student's permanent fileStudent care for injuries and take appropriate action including filing necessary insurance forms with K & K insurance and completing incident report forms for parentsTake temperatures and take appropriate action for sick childrenRecord and administer all school medicationsAssist the school nurse with vision & hearing screenings

COMMUNICATIONS

Fosters communication within school community via website and e-mailsUpdates and maintains parish & school website(s) with communication of all activities, current events, calendar scheduling, honor roll, and other communicationsPreparation and send out school communication alerts

NECESSARY QUALIFICATIONS

Preferred active member of a Roman Catholic parish faith communityHigh school graduate or equivalentThree years of successful general administrative experience (preferred)Must have knowledge and experience using Microsoft applications - Excel, Word, Publisher, and PowerPoint; must be willing to embrace information technology and growth in leaning new applications and platforms is REQUIREDComputer keyboarding and general business application abilitiesPrevious successful experience with or demonstrated ability to learn school data and word processing systemDemonstrated ability to set priorities and organize work effectively and efficiently including developing & maintaining effective record keeping systems, working smarter, not longerAbility to compose correspondence, minutes, and/or reports as neededAbility to learn new electronic platforms and maintain databases such as PowerSchool, ParentSquare and FACTSAbility to discern proper handling of situations as they arise and communicate effectively and efficiently to all parties impactedExcellent people relations skills for representing the school to those who call, write, or visitAbi…