Job Description – Administrative Assistant

It is the goal of HCA’s administrative assistant to assure the smooth and efficient operation of the school office. The administrative assistant requires outstanding people skills and the ability to communicate effectively.  Our administrative assistant creates the first impression of our school, often making first contact in person or via phone with all stakeholders. Under the supervision and direction of the principal, the administrative assistant performs office work calling for considerable individual judgment on matters requiring confidentiality.  

This is a full-time hourly position.  Work hours are 7:30 - 3:30 Monday through Friday.  

PERFORMANCE RESPONSIBILITIES:

• Acting as the “face” of Holy Cross Academy, greeting visitors, parents, students, faculty and staff who come to the school or office;
• Receives and routes incoming telephone calls;
• Orders and maintains supplies; receives, prepares, submits and distributes all year end classroom supply requests for the new school year;
• Orders and maintains textbooks, workbooks and any subscriptions for each school year;
• Maintains and updates the school website;
• Maintains electronic school calendar and athletics calendar;
• Receives and distributes mail;
• Reviews, organizes, and inputs attendance records in PowerSchool;
• Collects late arrivals and records tardies for student records;
• Maintains Identakid system for tardies, early, departures, visitors, volunteers, and substitutes;
• Maintains and updates database for Demographics;
• Administers minor first aid, contacts parents, prepares a clinic student/parent form and dispenses medicine in the absence of the school nurse; 
• Maintains petty cash fund;
• Collects and records lunch payments into Food Service Solutions system;
• Collects and records Aviat Care payments into Procare system;
• Schedules facility use of Immaculate Conception Hall, library and other school meeting areas;
• Orders sacramental gifts, graduation diplomas, T-shirts, etc.;
• Relieves the principal of clerical work and minor administrative details;
• Schedules and manages School Picture Day;
• Initiates routine correspondence, reports, notices, and memos;
• Performs other duties as assigned by the principal.