The Office of Catholic Schools at the Diocese of Youngstown is seeking a full time, hourly, non-exempt Administrative Assistant to support the Superintendent and the OCS staff.
SUMMARY OF POSITION: The Administrative Assistant supports the Office of Catholic Schools through administrative, clerical, and operational activities. The position maintains records, facilitates communications, organizes calendars, and assists with state licensure requirements. The position is responsible for careful stewardship of confidential information.
DUTIES AND RESPONSIBILITIES:
- Provide confidential administrative support to the Superintendent and other OCS staff by directing calls, preparing correspondence and updating calendars and maintaining key information.
- Maintain personnel and credential records for all diocesan school personnel, including principals, teachers, aides, coaches, and administrative staff.
- Enter and maintain information in OCS databases.
- Prepare employment contracts for diocesan school personnel.
- Assist in license approvals and renewals.
- Process tenure requests.
- Communicate with principals to compile new teacher lists, cross check license information, assist with job postings.
- Maintain layoff and recall lists and prepare resignation/retirement/layoff approval letters.
- Prepare employment related forms for current and former teachers seeking participation in the State Teachers Retirement System or other employment opportunities.
- Maintain school records, including federal and state reports, low-income reports, Average Daily Membership reports, and other reporting as needed.
- Prepare expense reports, request checks for payment of OCS bills, assist schools with financial records.
- Arrange locations, refreshments, and materials for OCS meetings, including principal meetings, in-service days, and principal retreats.
- Support OCS events including departmental activities and the Golden Apple awards ceremony.
- Act as global administrator of VIRTUS system.
- Order office supplies for OCS personnel.
- Perform secretarial, clerical, and administrative duties as directed.
QUALIFICATIONS:
- Ability to comply with the Diocesan Safe Environment Policy, including an Ohio BCI background check and completion of VIRTUS training program.
- Strong organizational skills and the ability to maintain accurate, orderly, and confidential records.
- Effective written and verbal communication skills, including the ability to interact professionally with school administrators, employees, visitors, and diocesan personnel.
- Strong attention to detail and ability to prioritize while managing multiple responsibilities with hard deadlines.
- Knowledge of office equipment and practices.
- Ability to maintain confidentiality and exercise discretion.
WORKING CONDITIONS:
- Work takes place in a climate controlled office environment.
- Low to moderate noise levels.
- In the course of performing job duties, the employee will frequently need to sit, talk, hear and view a computer screen.
- Frequent use of office equipment, including computer, telephone, printer/copier.
- Light lifting of office supplies, up to 15 pounds.
REPORTING RELATIONSHIP: Superintendent of Catholic Schools
Email your letter of interest and resume to mhazi@youngstowndiocese.org.
See all job opportunities in the Diocese of Youngstown at doyorg.wpenginepowered.com/jobs
