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Administrative Assistant/Communications - St. Helen Catholic School

St. Helen Catholic School is searching for a Full Time Administrative Assistant/Communications.

Essential Duties:

  • Manages the day-to-day workings of the school’s front office, including answering the phone, managing guest visitors, replying to teacher call-downs, tending to sick students, and other needs. Coordinate substitute teachers when teachers are absent.
  • Schedule and coordinate photographer for yearly pictures for faculty, staff, students, and maintenance.
  • Contact maintenance supervisor and cleaning contractor when there are issues with school buildings or grounds.
  • Manages the distribution of the daily mail and monitors the school’s fax machine.
  • Assists students with healthcare issues and contact parent/guardians as needed.
  • Enters and monitors the school’s daily attendance and tardiness, marking absences, early dismissals, and other proceedings as necessary.
  • Prepares and sends various communications, including letters, emails, and text messages to stakeholders.
  • Perform administrative work to manage the school lunch and snack program and volunteers. Coordinates lunch and snack volunteers and manage volunteer schedule. * Maintains financial records for lunch orders in RenWeb and assists   parents/guardians as needed on the process and procedures for ordering and paying for lunch and snacks.
  • Ensures health department guidelines are communicated with volunteers and followed for the lunch program.
  • Manage food vendors and responsible for ordering food for the lunch program.
  • Coordinates with volunteers for snack room and orders bottle water and other supplies as needed.
  • Prepares and updates school calendar and maintains Google calendar. Coordinates with parish administrative staff to book rooms for meetings and activities.
  • Coordinates with the Principal and faculty on the ordering of graduation supplies for students. Order diplomas and covers for graduating class. * Order pins and other supplies requested for academic awards.
  • ·Assist with coordinating graduation activities.
  • Collaborate with internal and external stakeholders to build effective communication, enhance relationships, and ensure a high quality of customer service to achieve SHCS goals. Effectively communicate with parents/guardians regarding school policies and procedures.
  • Promote the school and communicate using various print and digital channels.
  • Prepare and post content to the school’s social media pages.
  • Maintain and update the school’s website and post updates accordingly.
  • Create and send the school’s weekly e-newsletter to the SHCS database.
  • Post announcements on RenWeb/FACTS.
  • May perform graphic design tasks to support all departments of the school.
  • Act as liaison to room parents and the Home and School Association (HSA) activities. Assist with completing work orders for events and coordinating events with parish staff. * Maintains records for volunteer drivers for field trips per policy.
  • Manage Family Service Hours Program.
  • Provides support for and participates in events such as Back to School Expo, Open House, Parent/Teacher Conferences,  Catholic School Week, etc.
  • ·Monitors the school’s security gates, ensuring that all gates are locked and working correctly throughout the school day, and all visitors are checked in to the school office.
  • Coordinate with school resource officer and local emergency services for fire drill/code red drills.
  • Performs administrative projects as assigned by the Principal Employee Specific Dispositions:
  • Will maintain a growth mindset and be open to change, growth, and continuous improvement; will accept constructive criticism and suggestions
  • Will refrain from gossip or other negative talk amongst colleagues
  • Always maintain the confidentiality of others
  • Will positively collaborate with colleagues, parents, and students
  • Will exercise good judgement in relationships with students
  • Will demonstrate cultural respect and understanding of all students
  • Follow all policies and procedures written in the Employee/Faculty Handbook
  • Be punctual and reliable
  • Give advance notification and keep Principal apprised of off-campus appointments
  • Other school-related responsibilities as determined by the Principal      


  • Preference of a Bachelor’s degree; high school diploma or GED equivalent, college coursework, college graduation, two years of school office administration experience, or any combination of education and experience also accepted
  • Proficient in Microsoft Office programs, Social Media platforms
  • Excellent and professional telephone manner, interpersonal skills, confidentiality.
  • Ability to work effectively with Diocesan employees, departments heads, representatives of other agencies and the general  public.
  • Ability to multi-task, work independently, and make responsible judgment calls
  • Strong organizational skills and proven problem-solving skills required.
  • Ability to use office equipment (fax, computer, copier, iPad, etc.)
  • Willing to become proficient in computer and iPad applications used by the school

Physical Requirements:

  • Occasional light lifting and carrying of under 15 pounds
  • Occasional moderate carrying and lifting of 15 – 44 pounds
  • Frequent use both hands and fingers (i.e. typing)
  • Frequent extended periods of sitting or standing
  • Occasional periods of kneeling and climbing
  • Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e. listening to others in conversation)
  • Frequent time spent working closely with others

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Please send all inquiries and resume attention Monica Williams to . 

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