Financial Office Secretary, BVM

Assumption BVM Catholic School, Pottsville PA 

 

Office Secretary

 

Job Title: Financial Secretary                                                                          FLSA: Non-Exempt

 

Job Status: Part Time

                   

Reporting Functions:  Reports to Principal

 

Job Function: Oversee the daily operation of the school office; act as secretary to the Principal. Duties include, but are not limited to, overseeing all school records, answering phones, assisting all visitors, sorting mail, handle school’s finances, and ordering supplies.

 

*** NOTE: Applicants must submit a cover letter and resumes to be considered for this position.

 

Duties and Responsibilities:

 

  1. Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church in regard to matters of faith and morals.

 

  1. Assist with daily operations of the school office. This includes answering and redirecting incoming telephone calls and delivering messages to the Principal and/or staff. Place all phone messages on message pad paper and on a “pick” for principal.

 

  1. Greet and assist all parents/visitors to the school; escort visitors to various parts of the school when necessary. Welcome all visitors with Christian hospitality and patience to respond to their requests. Direct questions you are unsure of to the Principal for clarification.

 

  1. Sort all incoming mail on a daily basis. Sort the Principal’s mail by separating letters from catalogs and other long envelopes. Any letters from the Diocese of Allentown should be placed on top.

 

  1. Prepare items for mailing; collect outgoing mail; prepare bulk mailings.

 

  1. Operate fax machine and duplicator for Principal as needed; restock paper in copiers so that paper is full at the beginning of each school day.

 

  1. Maintain permanent records for all students; record any changes using student checklist (address, telephone, contact information, etc.). This includes transfers in and out. Keep all files well organized and accurate.

 

  1. Act as Safe Environment Coordinator for the parish. Ensure that all current and new parish employees and volunteers receive the required diocesan background checks. Maintain all background check-related paperwork for employees and volunteers and coordinating 5-year re-checks through the Diocese and setting up any necessary Protecting God's Children classes.

 

  1. Handle incoming money from families for gift cards, fundraisers, payments to the school, etc. Maintain physical records of the source of income, write out receipts, put together gift card orders, and fill out tuition bucks earned in database. Will also be responsible for making purchases of gift card orders at the local establishment/vendors kept on file.

 

  1. Responsible for scanning and submitting bills and invoices to the CPA.

                                                                

  1. Respond to any questions concerning busing for students. Reiterate to parents that Assumption BVM Catholic School must follow the rules of the school district that supplies our busing and that we do not have the ability to change routes, times or conditions.

 

  1. Prepare statement on tuition bucks to STS accounts and run past due tuition accounts. Communicate with families in discuss about tuition.

 

  1. Prepare annual Textbook & Instructional Material System orders each May and June; enter all information into database for purchasing.

 

  1. Replace catalogs in drawers with current year catalogs.

 

  1. Maintain inventory of and order all office supplies including supplies for teachers; be proactive when ordering paper, cartridges, envelopes and labels so that the school has as ample supply at all times. Receive all product and check all purchase orders for accuracy. Keep the school office tidy, ensure that all office supplies are in their place; Keep school’s supply closet neat and orderly at all times.

 

  1. Contact vendors including copy machine company when repairs are needed or when necessary.

 

  1. Become familiar with the Student Crisis Assistance Manual in order to assist the principal and staff with any emergency situations that may arise; assist in all fire/tornado drills.

 

  1. Any other duties assigned by the Pastor or Principal.

 

 

 

Educational Requirements:

 

  1. A High School Diploma

 

  1. At least 3 years of experience as a financial secretary in a school setting.

 

 

Skills, Knowledge and/or Abilities:

 

  1. Use of a computer and other office equipment (copiers, faxes, etc.).

 

  1. Excellent computer skills in Microsoft Office.

 

  1. Ability to communicate effectively both orally and in writing.

 

  1. Ability to organize and prioritize work.

 

  1. Ability to maintain confidentiality and discreetly handle information.

 

  1. High degree of integrity, loyalty, and dependability and have a strong work ethic.

 

  1. Ability to work independently.

 

 

Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 10 pounds. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

 

Working Conditions:  Normal elementary school environment. This position is a year-round, part time, non-exempt position working 20 hours per week.

                                                                                     

Interested applicants MUST submit a cover letter and resume to:

 

Email: [email protected].

 

OR

 

Assumption BVM Catholic School

Attn: Principal Erin Schoepflin

112 S 7th Street

Pottsville, PA 17901

NO PHONE CALLS PLEASE

 

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

 

EOE M/F/D/V