2025-2026 Full Time Administrative Assistant/Secretary/Office Assistant

 
Position Purpose
Under the direct supervision of the principal, this position will provide clerical, secretarial, and administrative assistance to the principal and school staff; convey information regarding school functions and procedures to the school community; and will enthusiastically and graciously support the broad array of services provided to students, parents, teachers, and support staff. The responsibility of this position will be to focus primarily on customer service, clerical duties, data entry and analysis, and communication.

Essential Duties & Responsibilites...

• Must be able to work between the hours of  7:00 a.m. - 3:00 p.m.
• Must support the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet.
• Maintains a lifestyle, both within and outside of the school environment, which is in full accord with Church teachings.
• Answers the phone, door, and warmly greets and assists visitors to the office including students, parents, substitutes teachers, CSO staff, and others.
• Serve as an integral part of the office staff; assisting with parent and student concerns with compassion and efficiency, keeping in mind that you are representing the school.
• Greet and interact with staff, students, and parents in a positive manner.
• Market the school in a positive manner which may include escorting potential school families on tours of the facility.
• Work with teachers and personnel to prepare documents, including inventory sheets and requests for new orders for supplies, textbooks, and other purchases for the school.
  •  This process may include the preparation of purchase orders, credit card requests, etc. for approval by the principal.
• Manage the entire registration process and procedures.
• Handle any problem with purchases to the point of resolution.
• Fulfills a lead role in managing safety drills and emergency situations that may arise.
• Communicate with Business Office and parish personnel as necessary.
• Demonstrates proficiency in learning and using FACTS, the school's parent communication platform.
  • Communicate with staff and parents using FACTS and other communication vehicles used by the school.
• Handle correspondence with teachers as directed.
• Maintains strict confidentiality in all matters related to administrators, students, staff members, and parents.
• Prepares, copies and distributes notices, memoranda or other correspondence.
• Assists in planning and scheduling school events and activities, and in maintaining calendars of school and student events.
• Assists in maintaining inventories of supplies and materials as well as maintaining accurate inventory records.
• Distributes incoming mail as appropriate and manages outgoing mail and deliveries.
• Evaluates situations for the purpose of taking appropriate action and/or of directing appropriate personnel to achieve conflict resolution. 
• Responds to inquiries from students, parents and employees by providing accurate information, facilitating communication among parties, and providing direction.
• Schedules school tours and maintains a database of prospective school families.
• Edits, publishes, and deploys the principal's weekly newsletter.
• Assists with fundraising, marketing, enrollment, and recruitment activities.
• Handle financial transactions as needed.
• Limited travel to and from meetings may be required.
• Perform other duties as assigned by the principal and/or pastor.

Education and Experience
Any combination of education and experience providing the required skills and knowledge for successful performance would be qualifying.

• High School diploma is required, associate or bachelor’s degree preferred.
• Successful experience with office management principles and procedures preferred. 
• The candidate must exhibit a passion for and commitment to the success of the school.
• Exhibits proficiency in using Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, etc.)
• Strong organizational and time management skills are essential.
• Proven track record of working in a team environment collaboratively with a diverse group of individuals.
• Effective oral and written communication skills.
• Ability to display independent problem-solving skills when necessary.
• The school Administrative Assistant will be the first face that visitors see.  This person should be happy, flexible, open-minded, and a hard-worker.  Computer literacy is a must and experience with the FACTS software for grades, attendance, field trips, lunch orders, and tuition is a bonus.

Physical abilities that are commonly associated with the performance of this job¹
While performing the duties of this job, the employee may frequently be required to sit, stand, walk, talk, hear, see, feel with hands, reach with arms, walk up or down multiple flights of stairs, and be physically able to perform duties as assigned, including the ability to lift up to 20-30 pounds if needed.

• Works in standard office and school building environments but also has ability to work outdoors during outdoor student activities.  

 
Hourly Range - $15.00-$17.00
(Final hourly rate will be determined at the local level considering relevant years of experience in a similar job combined with education)

 
Benefits
We offer a competitive benefits package that includes:

• Medical, Dental, Vision Insurance, Basic Life and AD & D, Long-Term Disability Insurance, Flexible Spending Accounts, Defined Pension Plan funded by Diocese of Joliet, 403(b) retirement plan, paid personal leave days, and some paid holidays set at school.
• Voluntary benefits of Short-Term Disability, Critical Illness, Accident, Hospital Indemnity, and Permanent Life Insurance.

 
To Apply for this Position
Complete an online Frontline Applicant Tracking application and upload required supplemental materials. Additionally, the following documentation is required to be uploaded/submitted with your online application to be considered further:

• Current Resume
• Official Transcripts, if applicable/obtained.
• References

 
This may be accessed at the following link:
https://www.applitrack.com/dioceseofjoliet/onlineapp/
 
Applications will be reviewed as they are received. Incomplete or paper applications will not be considered.

We are excited to review your interest in this position! 
 
 
 
 
 
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¹This document is not intended to be a comprehensive list of work-related functions. All duties and work conditions listed are subject to change at the discretion of the Diocese of Joliet Management. The Diocese of Joliet will, in compliance with the Americans with Disability Act (ADA), accommodate essential job functions whenever feasible.