Administrative Assistant

Erie Catholic School System

Job TITLE: Administrative Assistant for the Erie Catholic School System

Reports to: President, Erie Catholic School System

position status: FULL TIME, Non-exempt

Position Summary:

The individual in this position is responsible for the coordination and organization of all aspects of the Erie Catholic School System main office and assist in the operations and procedures of the System’s six school offices.

Required Qualifications:

• High school or GED diploma
• Distinguished in technology use, including software and web-based applications
• A minimum of two years’ successful and proven experience as an administrative assistant
• Excellent written and verbal communication skills
• Keen attention to detail and problem solving skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with the ability to suggest and implement improvements
• Strong interpersonal skills
• Ability to work with a wide range of personalities and backgrounds
• Effective at setting and meeting deadlines
• Capable of managing multiple projects and priorities

Desired Qualifications:

• Knowledge of office administrator responsibilities, systems and procedures
• Associates degree or higher in related field
• Practicing Catholic

Essential Functions and Responsibilities:

• Proactively provide support to administrative staff, assigned projects and initiatives, according to Diocesan procedures and policies
• Prepare documents, reports, letters, memoranda, requisitions, and forms using applicable word processing, database, spreadsheet, and file server software systems in accordance with Diocesan procedures
• Maintain and/or coordinate all records to include drafting contracts, school enrollments, attendance, necessary calendars, parent/student forms, manuals, files, deadlines, and communications to ensure continuity of services
• Respond to routine requests from internal staff as well as external customers via the phone, mail, and email
• Arrange and schedule travel, appointments and meetings as appropriate, including facilities and making all arrangements
• Develop and maintain an efficient, comprehensive, and accessible document management system on various projects
• Coordinate and organize system-wide activities and events as needed
• Sustain the office condition and arrange necessary repairs
• Perform other related duties as assigned

Performance Factors/Job Competencies:

• Must be able to pleasantly communicate, both orally and in writing, and to explain complex instructions in an easily understandable fashion.
• Must be able to work effectively in a collaborative team and fast paced environment.
• Must be flexible and able to tolerate many situations and personalities.
• Must have verbal skills to communicate effectively with the public.
• Must be able to organize and maintain system files.
• Prioritize and efficiently complete tasks with minimal supervision.
• Demonstrate adherence to the highest moral standards at all times.

Work Environment:   This job operates in a professional office environment.  Incumbent must be able to sit at desk for extended periods of time.  This role routinely uses standard office equipment with a vast majority of the time utilizing computers to complete daily tasks.  

Physical Demands: (% of time)

Standing: Occasionally (<20%)

Sitting: Frequently (<60%) 

Lifting: 0-20lbs. Occasionally (<20%); 20-50 lbs. Occasionally (<20%); Over 50 lbs. Rarely (<10%)

Travel: Rarely (<10%)

Pushing/Pulling: Occasionally (<20%)

Manual Keying/Data Entry: Often (30-60%)

Property and Confidentiality Requirements:

All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above is the property of the Erie Catholic School System.  It may not be used for personal profit or gain and will be relinquished to ECSS upon termination of employment from ECSS.  In addition, the person employed in this position shall maintain confidentiality with regard to the personal and private information about students, families, faculty, co-workers, administrators, programs and services, and any other proprietary information accrued as a result of ECSS employment or as required by applicable state or federal laws and regulations.

Note:  Please note this job 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.

Erie Catholic School System is committed to equal employment opportunity and employs all qualified persons without regard to race, color, religion, national origin, sex, age handicap, or any other classification protected by the federal, state or local laws.