ELEMENTARY ADMINISTRATIVE ASSISTANT

Lafayette Catholic School System

Position: Administrative Assistant - St Mary Cathedral School

Location: 2410 S. 9th Street, Lafayette, IN 47909

DEFINITION: Under the general supervision of the building principal, the employee will perform responsible and varied clerical and secretarial work functions, and other related work as required.

QUALIFICATIONS:

• High school graduate or equivalent.
• Strong Organizational Skills
• Strong knowledge of Google Suite, Microsoft Office, Word, Excel, and basic computer programs.
• Ability to relate well to students, parents, faculty, and staff of the school and parish.
• Initiative in advocating for students and families.
• Ability to multi task in a calm, organized manner with attention to detail.
• Ability to work independently with minimal supervision.
• Previous work experience in a school setting preferred.
• Able to honor and maintain confidentiality
• Possess respect and the ability to uphold Catholic School teachings.
• Able to pass and maintain the Diocesan Child Safety Protocol

REPORTS TO: Elementary School Principal

DUTIES:

• The secretary is often the first contact the public has with the school. The secretary is expected to act in such a manner as to make the first impression a positive one. Communications, records, and office management are expected to conform to the highest standards of professionalism and confidentiality.
• It is imperative that the person employed in this position display, at all times, acceptable professional and ethical standards. These expectations include: confidentiality, courtesy, cooperation, positive attitude, reliability, punctuality, accuracy, efficiency, timeliness with respect to deadlines, and respectfulness toward others. The employee shall represent the Lafayette Catholic School System in a positive manner, both on duty and in connection with school activities, even when the employee is not officially on duty.
• Serve as a communication hub:
• Answer incoming calls
• Deliver messages to students in a timely manner on changes to after-school expectations
• Generate a monthly calendar
• Prepare and distribute notices
• Distribute mail
• Check daily attendance for all students and enter it.
• Perform functions to ensure the smooth transition of the start of the school year:
• Prepare student handbooks
• Prepare staff handbooks
• Develop class lists to post
• Develop duty schedules and calling trees
• Maintain adequate supplies for registering students
• Develop schedules for specials
• Create student cumulative folders
• Update student phone numbers and addresses on both hard copy and in PowerSchool, as needed
• Schedule student pictures and update in cumulative folders
• Perform functions to close out the school year:
• Provide the list of students for direct certification.
• Send cumulative folders to other LCSS Schools
• Send cumulative folders of students who have withdrawn from the district.
• Purge old cumulative records of past students
• Responsible for finding substitutes for absent employees/teachers.
• Maintain records of employee absences.
• Reconcile timesheets and maintain records for all employees.
• Manage petty cash.
• Handle facility and transportation requests.
• Maintain inventory, order supplies, and organize materials.
• Prepare deposits for all student activity accounts and deliver to the Lafayette Catholic School System Business Office.
• Serve as "acting nurse" throughout the day as needed.
• Display initiative in evaluating and increasing the effectiveness of the elementary school.
• Maintain a primary focus on students and staff.
• Abide by the work schedule as assigned by the principal.
• Be familiar with and follow all FERPA (Family Educational Rights & Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) laws and requirements.
• Perform all other duties as may be assigned by the principal.
• The employee is held accountable for all job duties.

THE "LCSS Way" - INDIVIDUAL QUALITIES:

This position is a leadership position with a Catholic mission serving the Lafayette, Indiana area. Many successful organizations identify the unique characteristics that make individuals successful within their organizations. A successful candidate will possess and demonstrate the following qualities:

• Magnanimity: We take stock of our gifts and seek greatness - even when it is difficult or uncomfortable.
• Humility: We humble ourselves.
• Servanthood: We give of ourselves to others in a habitual, firm, and decisive way. It leads us to give our best and our talents for the good of others.
• Gratitude: We are thankful for every gift and every lesson we learn.
• Empathy: We seek to understand others and build a stronger, unified team.
• Resourcefulness: We can do more with less.
• Innovative: We practice the five skills of an innovator: questioning, observing, networking, experimenting, and associational thinking.
• Faith: Our Catholic identity is an essential component of our Mission. We support this in everything we do.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.