FT Administrative Assistant/SecretaryDiocese of Harrisburg

Job Description
School Administrative Assistant
Full-Time
City & State: Harrisburg, PA
School: Harrisburg Catholic Elementary School
 
Payroll Grade: 10                          FLSA Status: Non-exempt
 
Position Description

• A school secretary works in the administrative office of the elementary school and is responsible for performing daily clerical work. The job description of a school secretary involves interacting with students and parents, tracking attendance records, mailing school forms, and managing the school calendar.
• A school secretary answers the office phone and transfers calls as necessary, processes tuition payments, maintains student records, welcomes school visitors, and handles any day-to-day clerical needs required by the school.

Essential Duties and Responsibilities of a School Secretary

• Answers the telephone and addresses caller questions and concerns.
• Transfers calls to the proper individual and/or department as needed.
• Mails student report cards, school brochures, and other necessary forms.
• Welcomes visitors to the school and provides directions around the building as needed.
• Types up and contributes to school bulletin or newsletter.
• Assists in designing and drawing up promotional and informational materials for parents.
• Provides students with tardy slips.
• Maintains records of student absences.
• Accepts and processes tuition and school lunch payments from parents.
• Makes bank deposits.
• Sorts and distributes mail delivered to the school office.
• Contacts parents in the event of student illness or behavioral issues.
• Maintains student records and files.
• Uses computer database or filing system to update records as necessary.
• Manages and updates school calendar.
• Provides administrative support to principal or other upper-level administrator as needed.
• Takes dictation and transcribes documents.
• Attends office meetings and takes minutes.
• Distributes paychecks to school staff.

Required Knowledge, Skills, and Abilities

• Demonstrates strong interpersonal skills.
• Maintains a professional and friendly demeanor.
• Possesses excellent organizational skills.
• Is capable of managing time efficiently.
• Demonstrates the ability to multi-task effectively.
• Works well with a variety of students, administrators, and parents.
• Exhibits the ability to remain polite and calm when dealing with troublesome students or frustrated parents.
• Possesses basic computer skills and knowledge of word processing programs.
• Is familiar with budget and publishing software such as Quicken and Adobe.
• Demonstrates ability to think creatively.
• Demonstrates strong writing and editing abilities.
• Possesses excellent telephone etiquette.
• Communicates clearly and effectively.
• Is capable of handling confidential student records responsibly.
• Demonstrates familiarity with basic office equipment such as multi-line phones, fax machines, and scanners.

Education and Experience

• A high school diploma, GED, or equivalent is required.
• A bachelor's degree is recommended.
• Previous work experience in an office setting is required.

Work Environment

• The majority of working hours will be spent in an office setting.
• Light physical activity such as walking and standing is required daily.
• Some local travel to complete office errands may be required.