All Saints Catholic School Position Description POSITION TITLE: Administrative Assistant STATUS: Hourly (7:15 to 3:15 pm) REPORTS TO: Principal START DATE: July 1, 2023 FULL OR PART TIME: Full Time

Summary of Position: The Administrative Assistant is responsible for a number of tasks that support the Principal and keep the main office and School running smoothly. The Administrative Assistant is often the first contact a person makes with the school. The Administrative Assistant provides confidential, professional, knowledgeable, courteous service to people contacting our school and to students, staff, families, and others in our school community. This position is full time weekdays for the school year, starting one week before the first day of school and ending one week after the last day of school. The position is part time during the summer with one weekday of work per week. The hours of work are 7:15 a.m. to 3:15 p.m. with a half hour unpaid lunch. This position is not paid during school vacation times unless vacation time is used. Only the amount of vacation time earned can be used each year. Position Responsibilities: · Manage the main office operations of the school. · Support the work of the Principal and be a resource to other staff in meeting the mission of All Saints Catholic School. · Monitor and manage the Principal’s schedule. · Prepare and distribute school board, staff, PTO, and other meeting documents including agendas, meeting materials and minutes. · Draft written materials such as the academic calendar, annual reports, surveys, school newsletters, parent communications, flyers, summer mailing, student and staff handbooks and school policies, for Principal’s review. Prepare and distribute final materials. · Proofread and distribute documents from the Principal. · Be the positive face of All Saints Catholic School for visitors to the school, monitor the main entrance to the school to welcome and screen visitors, provide accurate information and assistance, maintain confidentiality, and keep a visitors log and information. · Be the positive voice of All Saints Catholic School for incoming callers, transfer calls as appropriate, provide accurate information and assistance, record and deliver messages, maintain confidentiality. · Assist parents and families with needed information or requests, such as forms, links or other information, or record and forward requests to the appropriate staff person in a timely manner. · Proactively and daily monitor mail, email, website, and voicemail contacts to the school and respond in a timely manner through direct replies or forwarding the contacts to appropriate staff members and informing the person of who will be replying to their contact. · Monitor the school website and manage updates as needed. · Assist with registering and re-registering school families. · Assist with special projects including school accreditation and school, classroom and PTO fundraisers and events. Develop and distribute written materials, process and deposit money as needed. · Manage the school lunch program including ordering, payment, and organization and daily delivery to students in all classrooms/lunchrooms. · Process incoming and outgoing mail. · Provide backup for the school nurse assisting students who are ill or take medications at school. Contact parents/families and nurse as necessary. · Manage position responsibilities through the Administrative Assistant Work Grid (see attached), which sets out these tasks and responsibilities, responsible person(s) and timeline. · Fulfill other duties as assigned and needed. Position Requirements: · Knowledge of Roman Catholic Church’s mission and teachings. · Commitment to quality work, strong interpersonal skills, and maintaining a positive attitude. · Ability to maintain and manage sensitive and confidential information. · Ability to work independently while organizing and managing multiple tasks and projects. · Ability to complete tasks in a timely way and consistently meet project deadlines. · Ability to create and maintain a neat, organized, and professional office space. · Ability to communicate with people in person, over the phone, and in writing in a calm, courteous, professional, and confidential manner. · Ability to work cooperatively and relate to a variety of people. · Ability to produce clear, effective documents including but not limited to taking messages, drafting memos, creating newsletters, and completing reports. · Competency in student management systems, word processing, spreadsheets, databases, and webpage revision. All Saints Catholic School uses Quickschools, FACTS, Microsoft Office Suite, Google Classroom/Docs/Drive, Outlook, and Back2School, E-Catholic website, Facebook, NWEA data and forms, NEASC forms and documents, and other related online tools and programs as assigned. Physical Requirements: Sitting for up to 5 hours per day. Ability to key stroke for 3-5 hours per day. Ability to carry 10-15 pounds (mail, package deliveries, office, and cleaning supplies). Ability to crouch or stoop occasionally. Benefits include: •

Competitive Salary Package which includes health care, continuing education, dental and retirement contributions • Tuition Benefits for children • Teaching privileges before and after school • Opportunities to work collaboratively with clergy, administration, coaching staff

To Apply: Please complete the online application at this link: Application for Employment and provide a cover letter, resume, and 3 current and related references send information packet to: HR@portlanddiocese.org or mail to Elizabeth Allen, Director of Human Resources, Diocese of Portland, 510 Ocean Avenue, Portland, Maine 04103. For questions, call 207-773-6471 Applications will be reviewed as they are received. Upon offer and acceptance, all staff must complete Protecting God’s Children Training, complete monthly VIRTUS training, and pass Maine DHHS, and FBI and CHCR background checks. Non-Discrimination Policy: All Saints Catholic School admits and employs individuals of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students, faculty and staff at the school. It does not discriminate based on race, color, national and ethnic origin in administration of its educational policies, employment policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.