Adminstrative Assistant – St. Joseph Parish (Manhattan, IL)

Clerical/Administrative, PT Employee
St. Joseph Parish (Manhattan, IL)

The Administrative Assistant performs a variety of key functions that support the mission of St. Joseph School. The overall duties include overseeing and managing all routine office activities, maintaining the tuition billing and collection system, promoting the school by registering new students and giving tours, working with principal and parent volunteers to produce marketing materials and newsletters, prepare materials for annual school registration, maintaining databases of information for grade, attendance, reports.

• Manage and supervise all routine office activities
• Serve as receptionist by greeting visitors, answering telephone and email messages, screening calls, answering questions and providing information
• Pick up mail from post office on a daily basis. Sort, open and distribute mail
• Listen and respond to answering machine messages, read and respond to email messages
• Maintain student/family records including:
o Student daily attendance
o Establish student files, student emergency, health and cumulative records
o Coordinate with Will County Health Department on vision and hearing screening
o Provide teachers with student/class record information
o Provide Before & After School caregiver with student lists and monthly billing forms
o Order milk and prepare milk lists for each class and lunch supervisors
o Work with Manhattan School District on ISPs and bus transportation
o Provide family information to fundraiser chairs
o Establish and maintain accurate Emergency Calling System with School Reach
o Prepare student records for transfers and high school
o Monitor student referrals and distribute detention notices
• Responsible for maintaining tuition billing and collection systems
o Set up family tuition accounts with both FACTS Tuition Management & Hunter School Minder systems
o Bill accounts for tuition and fees
o Credit accounts for Manna vouchers on monthly basis
o Run financial reports for principal and accountant
o Prepare end of year educational tax credit statement for parents ( 1098T)
o Complete close out procedures at end of school year
• Work with incoming new parents in the registration process including promoting the school, answering questions, giving tours, arranging for observation time, preparing registration packets and establishing new student accounts
• Care for sick or injured students, maintain medical supply inventory and dispense daily medicines
• Work with principal and fundraiser chairs in preparing parent newsletters and all correspondence regarding updates with current and upcoming events. Organize material for Thursday parent folders. Establish oldest/only lists and email accounts for delivery of communications
• Work with principal, Manhattan School District 114 and other parties to generate school calendar. Design and produce Parent/Student Handbook and Calendar
• Prepare for school new school year by organizing fee day, registration, Catholic Schools Week open house, preparing class lists, ordering and purchasing materials and books, and organizing material for teacher orientation
• Work with photographer on fall, spring, sport, club, & graduation photography sessions & student yearbooks
• Responsible for producing state and diocesan reports including filing monthly state milk report
• Collect grade records from teachers and produce certificates for quarterly Awards Masses
• Organize 8th grade graduation ceremony
Order caps, gowns, diplomas and flowers
Work with teachers and community leaders on scholarships and recognitions for Graduation Mass
• Maintain office equipment and order office supplies and computer lab ink

A successful candidate must be a professed and practicing Catholic with good communication skills and patience in dealing with students, teachers, parents and visitors to the school. Knowledge of Microsoft products and the ability to work with array of reporting systems is a must. Some accounting experience is helpful. The ability to multitask is necessary. Three to five years of general office experience is a plus. An associates degree or higher is preferred. (0)

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