School Office Assistant

Job Title: School ReceptionistUnder 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 ResponsibilitiesStudent attendance and record keeping (including excused absences/documentation, unexcused absences, and tardies)Verify student absences through verbal or written communication with guardianTrack and communicate communicable disease notifications as neededAssist with families with early pick-ups, communicate with appropriate teacherMaintain 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 mannerRespond to inquiries and/or take messages/distribute to appropriate staff membersGreet and welcome all visitors and guests in a courteous and professional mannerMaintain visitor logAssure each family is connected to school wide SIS systemAssists with student supervision at recess and lunchAssist substitute teachers with accessing classroom, tech, materials, and sub plansReceive, sort and distribute incoming and outgoing mailOperate a variety of office machines including computers, copiers and communications equipmentAssist with the lunch program as needed.Perform other functions, duties and tasks as assigned.RequirementsCustomer service skillsBilingual preferredModern office practices, procedures and equipmentComputer and tech skills, ability to learn new programs quicklyProper use and operation of a telecommunications system; proper telephone techniques and etiquetteData management; storage and retrieval systemsPrinciples of office management and organizationCorrect English usage including grammar, spelling, punctuation and vocabularyInterpersonal skills including use of tact, patience and courtesyThorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic ChurchAbility toPerform responsible clerical and secretarial work independently and effectivelyAnalyze difficult and sensitive situations and adopt an appropriate course of actionUnderstand and carry out oral and written instructionsAssemble and compile data/information and prepare reportsMaintain complex files and recordsOperate a variety of office equipment including computers, intercom system, and copiersMeet schedules and timelinesMaintain confidentiality and positive attitude at all timesEducation & ExperienceHigh School diploma or equivalentOne year's experience with administrative and office procedures preferredPhysical RequirementsSchool site and office environment with excessive intermittent noise and frequent interruptions Dexterity of hands and fingers to operate a computer keyboard and other office equipmentSitting 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 suppliesLift objects such as boxes containing documents and weighing up to 35 poundsHearing and speaking to exchange information in person or on the telephoneSeeing to read, prepare and review various materialsPotential for contact with bloodborne pathogens and communicable diseasesMobility to, from, and within the office, as well as maneuvering throughout the school facilityThe 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.