School Office Assistant at Roman Catholic Bishop of San Diego – Escondido, California

School Name: St. Mary Preschool

Location: 130 E 13th Ave., Escondido, CA 92025

Reports to: Principal

Employment Type: Full Time, 7:30am - 3:30pm

FLSA Status: Non-Exempt

Pay Rate: $19/hr.

Summary

Under the supervision and direction of School Principal, to assure the smooth and efficient operation of student attendance, records, and other needs. To act as receptionist for the school, answering and responding to emails and phone calls, greeting all visitors courteously, determining their needs, checking them in and directing or escorting to various locations or staff as well as monitoring all persons entering and exiting campus.

Primary Responsibilities

• Student attendance and record keeping (including excused absences/documentation, unexcused absences, and tardies)
• Verify student absences through verbal or written communication with guardian
• Track and communicate communicable disease notifications as needed
• Assist with families with early pick-ups, communicate with appropriate teacher
• Maintain a variety of files, documents and student files and records (e.g., emergency cards, reports, student cumulative files, immunizations, student lists, volunteer/visitor profiles, student sign-out log, etc.).
• Answer and respond to phone/voicemail and emails in a timely manner
• Respond to inquiries and/or take messages/distribute to appropriate staff members
• Greet and welcome all visitors and guests in a courteous and professional manner
• Maintain visitor log
• Assure each family is connected to school wide SIS system
• Assists with student supervision at recess and lunch
• Assist substitute teachers with accessing classroom, tech, materials, and sub plans
• Receive, sort and distribute incoming and outgoing mail
• Operate a variety of office machines including computers, copiers and communications equipment
• Assist with the lunch program as needed.
• Perform other functions, duties and tasks as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Customer service skills
• Bilingual preferred
• Modern office practices, procedures and equipment
• Computer and tech skills, ability to learn new programs quickly
• Proper use and operation of a telecommunications system; proper telephone techniques and etiquette
• Data management; storage and retrieval systems
• Principles of office management and organization
• Correct English usage including grammar, spelling, punctuation and vocabulary
• Interpersonal skills including use of tact, patience and courtesy
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church

Ability to

• Perform responsible clerical and secretarial work independently and effectively
• Analyze difficult and sensitive situations and adopt an appropriate course of action
• Understand and carry out oral and written instructions
• Assemble and compile data/information and prepare reports
• Maintain complex files and records
• Understand and carry out oral and written instructions
• Operate a variety of office equipment including computers, intercom system, and copiers
• Meet schedules and timelines
• Maintain confidentiality and positive attitude at all times

Education & Experience

• High School diploma or equivalent
• One year’s experience with administrative and office procedures preferred

Physical Requirements

• School site and office environment with excessive intermittent noise and frequent interruptions Dexterity of hands and fingers to operate a computer keyboard and other office equipment
• Sitting or standing for extended periods of time.
• Kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies
• Lift objects such as boxes containing documents and weighing up to 35 pounds
• Hearing and speaking to exchange information in person or on the telephone
• Seeing to read, prepare and review various materials
• Potential for contact with bloodborne pathogens and communicable diseases
• Mobility to, from, and within the office, as well as maneuvering throughout the school facility

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Mary School, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.