Diocese of Joliet
School Year FT Administrative Assistant/Secretary/Office Assistant
Diocese of Joliet, Joliet, Illinois, United States, 60432
Position Type:
Administrative Assistant/Administrative Assistant
Date Posted: 6/4/2025
Location: Cathedral of St. Raymond Nonnatus Catholic School
Closing Date: Open until filled Diocese of Joliet-in-Illinois Catholic Schools 25-26 Administratrive Assistant
- Full-time Benefit Eligible Cathedral of St. Raymond School - Joliet, IL Position available: August 2025
Position Purpose Under the direct supervision of the Principal, the Administrative Assistant 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. Responsibilities of this position will be to focus primarily on customer service, clerical duties, data entry and analysis, and communication.
About St. Ray's With over 330 students, the Cathedral of St. Raymond School has proudly served the families in the Joliet area for 100 years. It is our mission to help each child reach their greatest academic, social and spiritual potential. Student success is a reflection of a school culture that is Gospel-driven and joy-filled.
Customer Service Responsibilities
Handle the school office phone and doorbell from 7:30 am and throughout the day until 3:00 pm. Serve as an integral part of the office staff; assisting with parent and student concerns with compassion and efficiency, keeping in mind that he or she is representing the school. Greet and interact with staff, students, and parents in a positive manner. Serve as a key member of the school's Crisis Response Team.
Clerical Duties and Data Entry & Analysis
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 registration procedures. Handle any problem with purchases to the point of resolution. Enters student learning data as directed and prepares analytical reports. Assist the Principal in managing Frontline Applicant Tracking postings and applications. Fulfills a lead role in managing safety drills and emergency situations that may arise. With Principal approval, prepare the necessary documents for any Title Funds available through the public school district. Prepares IWAS reports under the direction of the Principal. Perform other duties as assigned by the Principal and/or Pastor.
Communication
Must support the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet. Communicate with Business Office and Rectory personnel as necessary. Communicate with staff and parents using FACTS and other communication vehicles used by the school. Handle correspondence with teachers as directed. Work with local bus companies to secure busses for class field trips.
Essential Functions
Exhibits proficiency in using Google Suites. (Docs, Sheets, etc.) Demonstrates proficiency in learning and using FACTS, the school's parent communication platform. 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 documents, files, and personnel records. Assists in tracking purchase orders and deliveries of books and supplies. Maintains accurate inventory records. Assists in maintaining inventories of supplies and materials. Answers the phone and door and warmly greets and assists visitors to the office; including students, parents, substitutes teachers, CSO staff, and others. Answers telephone calls in a courteous manner and provides accurate information and assistance to callers. 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. Registers new students, making sure forms are completed; obtains transcripts and other documentation as needed; and enters data into computer systems regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals). Responds to inquiries from students, parents and employee by providing accurate information, facilitating communication among parties, and providing direction. Assists with fundraising, marketing, enrollment, and recruitment activities. Handle financial transactions as needed. Maintains a lifestyle, both within and outside of the school environment that is in full accord with Church teachings.
Additional Duties Performs other related duties, as assigned by the Principal or Pastor, to ensure the efficient and effective operation of the school.
Equipment Uses standard office equipment such as computers, copy machines, fax machines, and telephones.
Travel Requirements Limited travel to and from meetings may be required.
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. Bi-lingual in English and Spanish is 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.
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-$18 per hour) (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!
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.
Date Posted: 6/4/2025
Location: Cathedral of St. Raymond Nonnatus Catholic School
Closing Date: Open until filled Diocese of Joliet-in-Illinois Catholic Schools 25-26 Administratrive Assistant
- Full-time Benefit Eligible Cathedral of St. Raymond School - Joliet, IL Position available: August 2025
Position Purpose Under the direct supervision of the Principal, the Administrative Assistant 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. Responsibilities of this position will be to focus primarily on customer service, clerical duties, data entry and analysis, and communication.
About St. Ray's With over 330 students, the Cathedral of St. Raymond School has proudly served the families in the Joliet area for 100 years. It is our mission to help each child reach their greatest academic, social and spiritual potential. Student success is a reflection of a school culture that is Gospel-driven and joy-filled.
Customer Service Responsibilities
Handle the school office phone and doorbell from 7:30 am and throughout the day until 3:00 pm. Serve as an integral part of the office staff; assisting with parent and student concerns with compassion and efficiency, keeping in mind that he or she is representing the school. Greet and interact with staff, students, and parents in a positive manner. Serve as a key member of the school's Crisis Response Team.
Clerical Duties and Data Entry & Analysis
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 registration procedures. Handle any problem with purchases to the point of resolution. Enters student learning data as directed and prepares analytical reports. Assist the Principal in managing Frontline Applicant Tracking postings and applications. Fulfills a lead role in managing safety drills and emergency situations that may arise. With Principal approval, prepare the necessary documents for any Title Funds available through the public school district. Prepares IWAS reports under the direction of the Principal. Perform other duties as assigned by the Principal and/or Pastor.
Communication
Must support the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet. Communicate with Business Office and Rectory personnel as necessary. Communicate with staff and parents using FACTS and other communication vehicles used by the school. Handle correspondence with teachers as directed. Work with local bus companies to secure busses for class field trips.
Essential Functions
Exhibits proficiency in using Google Suites. (Docs, Sheets, etc.) Demonstrates proficiency in learning and using FACTS, the school's parent communication platform. 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 documents, files, and personnel records. Assists in tracking purchase orders and deliveries of books and supplies. Maintains accurate inventory records. Assists in maintaining inventories of supplies and materials. Answers the phone and door and warmly greets and assists visitors to the office; including students, parents, substitutes teachers, CSO staff, and others. Answers telephone calls in a courteous manner and provides accurate information and assistance to callers. 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. Registers new students, making sure forms are completed; obtains transcripts and other documentation as needed; and enters data into computer systems regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals). Responds to inquiries from students, parents and employee by providing accurate information, facilitating communication among parties, and providing direction. Assists with fundraising, marketing, enrollment, and recruitment activities. Handle financial transactions as needed. Maintains a lifestyle, both within and outside of the school environment that is in full accord with Church teachings.
Additional Duties Performs other related duties, as assigned by the Principal or Pastor, to ensure the efficient and effective operation of the school.
Equipment Uses standard office equipment such as computers, copy machines, fax machines, and telephones.
Travel Requirements Limited travel to and from meetings may be required.
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. Bi-lingual in English and Spanish is 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.
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-$18 per hour) (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!
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.