Administrative Assistant

Servingschools; South Portland (ME); On-site; USD 25,000 - 26,000; Part time

Job summary

Roman Catholic Diocese of Portland is seeking an Administrative Assistant for the Holy Cross School main office. The role serves as the primary contact for students, parents, staff, and visitors, reporting to the Principal, with an emphasis on confidentiality and diocesan policies.

The position requires a high school diploma (Bachelor’s degree preferred), proficiency in Microsoft Office 365 and FACTS SIS, and a valid Maine driver’s license.

Qualifications

• High School Diploma or equivalent is required; a Bachelor's degree is preferred.
• Proficiency with Microsoft Office 365 (Outlook, Teams, Word, Excel) and FACTS SIS.
• Maintains confidentiality and complies with diocesan policies.

Responsibilities

• Greet students, parents, visitors, and vendors in a welcoming, professional manner.
• Answer, screen, and route calls with proper etiquette.
• Receive and distribute mail and central emails per school policy.
• Track daily student attendance and follow up on unverified absences with parents.

Skills

Microsoft Office 365

FACTS Student Information System

Phone etiquette

Education

High School Diploma or equivalent

Bachelor's degree preferred

Job description

ROMAN CATHOLIC DIOCESE OF PORTLAND

ST. JOHN PAUL II PARISH

DATE: October 2026

POSITION: Administrative Assistant – School Main Office

LOCATION: Holy Cross School

STATUS: Hourly, Non-Exempt (35-40 hours per week)

HOURLY RATE: Starting pay is $18.00 - $19.50/hour, negotiable depending on experience

Summary of Position: The Main Office Administrative Assistant serves as the primary point of contact for Holy Cross School and is responsible for maintaining a welcoming environment for students, parents, staff and visitors. The Administrative Assistant reports directly to the Principal.

Essential Responsibilities

• Greet students, parents, visitors and vendors warmly and professionally while following school safety and visitor sign-in/sign-out protocols.
• Answer, screen, and route calls with proper telephone etiquette.
• Receive, sort, and distribute daily mail, deliveries, and school correspondence, including central emails, in accordance with school policy.
• In cooperation with homeroom teachers, track daily student attendance, log tardies and early dismissals, and follow up with parents on unverified absences.
• Maintain and update student records, including emergency contact lists using FACTS.
• Record all incoming cash/checks in the receipts log and provide paper receipts for all cash received, in accordance with school policy.
• In cooperation with a second staff member (usually the Bookkeeper), prepare items in safe for deposit at least twice per week.
• Maintain inventory of regularly used office & classroom supplies; oversee the administration, supplies, and maintenance of the office copier.
• Maintains Safety Log (including emergency drills, lighting and signage) for local and state inspectors.
• Coordinate and maintain records of facility rental agreements.
• Other duties as assigned.

Essential Qualifications

• Is a practicing Roman Catholic in good standing who understands and enthusiastically supports the mission of the Church and purpose of the Catholic education; this requirement may be met by a non-Catholic with willingness to understand, respect, and support the Catholic mission, identity, and values of the school.
• High school diploma (or equivalent) required, bachelor’s degree preferred.
• Demonstrates basic proficiency with Microsoft Office 365 (Outlook, Teams, Word, Excel), and with FACTS Student Information System.
• Meets all the employment policies specified in the Diocese of Portland “School Personnel Policies and Procedures Manual.”
• Maintains compliance with all diocesan Safe Environment policies.
• Maintains appropriate confidentiality.
• Possesses and maintains a valid Maine driver’s license and is insurable.

Physical Requirements

• Ability to keystroke 3 – 4 hours per day with reasonable breaks
• Ability to sit for 3 – 4 hours a day with reasonable breaks.
• Ability to communicate professionally with students, parents, and staff members.
• Ability to bend, stoop or kneel occasionally.