Siena Catholic Schools of Racine · 13 hours ago
High School Administrative Assistant
Racine, WI, US
Full-time
Onsite
Entry Level
1+ years expSiena Catholic Schools of Racine is seeking a dynamic and versatile Administrative Assistant at St. Catherine's High School. The role involves providing general administrative support, greeting school patrons, and serving as a resource for students, families, and staff while maintaining a busy school office environment.
Primary/Secondary Education
Responsibilities
Greets parents, students, visitors, and staff in the main office and directs them as appropriate, providing necessary passes and maintaining security by following all procedures, including maintaining an accurate sign in log
Follows and administers medical protocols for students, including storage and distribution of student medications, following HIPPA guidelines and safety regulations. Attend to ill/injured students, providing first aid as needed. Facilitate processing of accident/injury reports when situations dictate this requirement
Performs general office duties including answering multi-line phones, using public address systems, handling mail & postage, maintaining & assisting with the use of various office equipment, filing, generating correspondence, creating and updating spreadsheets and completing data entry; updating phone system voicemail greetings as needed
Ensures the school office reception area is maintained, neat and organized
Maintains a safe and secure entry to the school
Coordinates verbal and written communication with the school systems main office
Maintains accurate paper and electronic records, including those for students and staff
Track and maintain Yondr Pouch use
Provides administrative support to schedule meetings and prepare written communications to parents from school site Principal/ Asst. Principal as directed
Uploads documentation to Powerschool as directed by the Principal
Distributes over the counter medications and prescription medication to students while ensuring the appropriate documentation is on file for all medications while following appropriate DPI medication processes and HIPPA guidelines
Attends meetings and professional learning as requested
Handles other duties and projects, as assigned
Coordinate purchasing including: Maintain inventory and order supplies for the faculty & staff. Textbooks (hard copy and e-books) as directed by the principal. Submit orders and coordinate with vendors for timely delivery. Deposit money in accordance with school and finance policies
Prepare and maintain a variety of records and reports including lists of phone extensions, work orders, and other required records as needed
Coordinate field trip process, including management of all required documentation (permission slips, fees, etc.), transportation, etc
Create and maintain a comprehensive school site calendar
Assist staff with facilitation of meetings/events including coordinating catering for functions held at the school site
Assist with collection of fees as presented at the front desk and coordinate transactions and recordkeeping with the school system’s finance office
Create a weekly school site newsletter for weekly distribution, including sourcing information, writing, taking photos, editing and formatting
Maintain social media platforms
Coordinate internal and external meetings, appointments, events, workshops, seminars and special events
Track attendance and absences; use reporting software and generate reports for internal and external use
Run daily reports on student absences and make calls to parents to check on students who have not been called in by parents
Assist students who arrive late or leave early. Issue E-Hall pass for those students to ensure timely arrival to office for pick up
Timely preparation & distribution of daily, weekly and monthly attendance reports
Monitor attendance trends and limits and provide communication (verbal & written) to the school site Principal/Assistant Principal as directed
Distribute and track facility keys, including elevator keys
Manage the assigned parking spaces and issue parking permits to site staff and students
Gather and prepare daily school site announcements
Maintain supply of hard copy forms available in the front office for student/parent data (i.e. medication forms, vacation forms, extra curricular forms, etc.) following HIPPA guidelines, safety regulations and confidentiality protocol
Qualification
Required
High School Diploma or General Education Diploma (GED) is required
At least one year related experience in office administration and use of computer software
Ability to rapidly and accurately enter and retrieve computerized data
Works well with others from diverse backgrounds
Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit
Demonstrated ability to work successfully with youth and the public
Ability to communicate effectively verbally and in writing
Ability to respond to common inquiries from students, school families, staff or members of the public
Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals
Highly organized and accountable
Ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form
Ability to deal with problems involving several concrete variables in standardized situations
Proficiency in usage of database software, internet software, email and word processing software
Ability to type accurately and proficiently
Ability to appropriately communicate with students, school families, staff, and members of the public including vendors, law enforcement and other agencies
Ability to exercise good judgement and work in an environment with constant interruptions and minimal supervision
Ability to work longer hours, as needed
Certificates as determined by the school system including a valid Wisconsin Driver's License and ability to obtain a valid CPR/First Aid card
Preferred
Prior successful experience working in Catholic education within a school office setting strongly preferred
Ability to proficiently use the following programs strongly preferred: PowerSchool, MS Word and Excel
Company
Siena Catholic Schools of Racine
Seven Schools - 11 Parishes - One Community Siena Catholic Schools of Racine unites the area’s six Catholic elementary schools (John Paul II Academy, Our Lady of Grace Academy, St.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Dr. Parisa Meymand
Chief Academic Officer
Kimberly Gardner
Chief Advancement Officer
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