Administrative Assistant

The mission of Holy Trinity Catholic School is to know, love and serve God in all we do.

Purpose of this Ministry

The Administrative Assistant is a skilled professional who serves our community by performing an array of sensitive and specialized tasks, all with the goal of helping Holy Trinity Catholic School abide by its mission to “know, love, and serve God in all we do.” The Holy Trinity Catholic School Administrative Assistant will provide support to the school administrator, faculty, custodial staff, parents and students. This person will provide clerical/record keeping assistance in the operation of Holy Trinity Catholic School, support the administrator and uphold the mission statement while maintaining confidentiality.

The Administrative Assistant is directly accountable to the School Principal.

Reports to

Principal

Collaborates with

Parish Pastor, Parish Staff, Parents, Teachers and Staff

Essential Responsibilities and Tasks

WELCOMES

The Administrative Assistant is a Minister of Hospitality who

• Provides both a warm welcome and a level of security by granting access to our building
• Answers calls and connects them with those who can provide solutions
• Monitor students in the office area, lunch room, or other areas in the school as needed
• Care for injured and/or sick children in a kind and loving manner
• Provide simple as well as major first aid when necessary

COMMUNICATES

The Administrative Assistant shares the good news of our school

• In collaboration with the Administrator, writes and designs media using current tools of technology that connect and promote Holy Trinity Catholic School to our stakeholders (e.g., weekly bulletins, newsletters, posters and fliers, web updates, social networks, etc.)
• Provide all necessary paperwork for certificates, awards, handbooks, invitations, diplomas, exit surveys, conferences and programs
• Provide all necessary paperwork for certificates, awards, handbooks, invitations, diplomas, exit surveys, conferences and programs

MANAGES

The Administrative Assistant is the Minister of Stewardship of God’s resources who

• Maintains office equipment
• Order necessary supplies for staff and provide communication/authorization from the principal for ordering
• Manages registration of students through Infinite Campus
• Tuition-Set up in the School Admin/Finalsite system at the beginning of the year and for any new students throughout the year
• Creates, maintains and mails student files (CA-60’s)
• Files Immunization Records annual reports three times per year
• Maintains medication records in accordance with the Diocese of Grand Rapids policy
• Tracks authorization and dispensation student medication
• Files weekly county communicable disease reports
• Promotes fundraising programs, provides sign-ups forms
• Tracks profit and deposit funds of fundraisers and supports administrator in reporting to constituents
• Assists in preparing all bills, deposit information, employee hours for business manager
• Keeps accurate student bus information and notify parents if a student has missed their bus

SUPPORTS

The Administrative Assistant is a highly-skilled servant who

• Provides support to the administrator, staff, parents and parishioners by executing office work cheerfully, accurately and efficiently. This work may include filing, recordkeeping, bulk mailing, photocopying, collating documents, and secretarial and clerical duties as requested
• Completes other duties as assigned by the school administrator.

Qualifications

• Proficiency in Google Workspace and MS Office
• The individual must be a self-starter/self-motivated, well organized, and detail oriented.
• Ability to work independently, and with minimal supervision consistently meeting deadlines
• Effective interpersonal and communication skills
• Strong organizational and planning skills
• Knowledge of office management systems and procedures
• Excellent written and verbal communication skills
• Basic math and accounting skills
• Discretion required: must be able to process and maintain confidential information.
• Criminal background and credit checks required.

Work Environment

Subject to change due to changes in school structure & may include some evenings and weekends

During Regular School (180 days)

Monday-Friday, 7:00 a.m. to 3:30 p.m.

Summer Hours

To Be Determined, approx. 8 hours per week

To Apply

Please send electronic letters of interest and resumes, along with an employment application found here, to:

Holy Trinity Catholic School

Shannon Saxton-Murphy, Principal

smurphy@holytrinitycp.org