Administrative Assistant

Available Positions; United States; On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision plans

403(b) retirement plan / pension

Paid time off and holidays

Job summary

St. Joseph Catholic Academy is seeking a full-time Administrative Assistant for St. James Catholic School in St. Joseph, Missouri. The role supports daily school operations, welcomes students and families, and assists with office procedures and communications.

The ideal candidate is organized, detail-oriented, and professional, with experience in administrative or school office settings and a commitment to Catholic education.

Qualifications

• High school diploma required; additional education preferred.
• Experience in administrative, school office, or customer service roles preferred.
• Proficiency with Microsoft Office and ability to learn school systems.
• Commitment to Catholic education and mission.

Responsibilities

• Welcome students, families, staff, and visitors in a friendly, professional manner.
• Answer and direct phone calls, emails, and inquiries; maintain an organized front office.
• Support arrival, dismissal, attendance, and daily office procedures.
• Maintain accurate student and school records; prepare communications and forms.
• Assist principal with administrative tasks and calendar/room bookings.
• Coordinate supplies, purchases, and school communications as needed.

Skills

Organizational skills

Communication skills

Multitasking

Discretion with confidential info

Education

High school diploma

Experience in admin or school office

Tools

Microsoft Office

Job description

Description

Position: Administrative Assistant

Status: Full time, non-exempt

Reports To: Principal

POSITION OBJECTIVE

The St. Joseph Catholic Academy is seeking a full-time administrative assistant for St. James Catholic School in St. Joseph, Missouri. Our Catholic school is seeking a warm, organized, and dependable Administrative Assistant to support the daily operations of our school and preschool. This position serves as an important point of contact for students, families, staff, and visitors and helps create a welcoming, professional environment rooted in our Catholic faith and mission.

The ideal candidate is organized, detail-oriented, approachable, and able to manage multiple responsibilities while maintaining confidentiality and a positive attitude. This position is full-time, averaging 40 hours per week.

ESSENTIAL RESPONSIBILITIES

Front Office & School Support

• Welcome students, families, staff, and visitors in a friendly and professional manner.
• Answer and direct phone calls, emails, and other inquiries.
• Maintain an organized and welcoming school office.
• Assist with student arrival, dismissal, attendance, and daily office procedures.
• Maintain accurate student and school records.
• Prepare correspondence, forms, reports, and other school communications.
• Assist the principal and school leadership with administrative tasks and special projects.
• Coordinate calendars, meetings, appointments, and room reservations as needed.
• Order and maintain office and school supplies.

Student & Family Support

• Serve as a helpful and responsive resource for families and students.
• Assist families with enrollment, registration, forms, payments, and other school-related needs.
• Maintain confidentiality regarding student, family, and personnel information.
• Communicate school policies and procedures clearly and professionally.
• Support school events, activities, and communications throughout the school year.

Financial & Administrative Support

• Assist with tuition and fee collection, deposits, invoices, and other basic financial processes as assigned.
• Maintain accurate records and documentation.
• Assist with purchasing, receipts, reimbursements, and other routine administrative functions.
• Work collaboratively with the school, parish, and diocesan offices as needed.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work effectively with children, parents, faculty, staff, clergy, and parishioners.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential information with discretion.
• Ability to prioritize multiple tasks and remain calm in a busy school environment.

Requirements

QUALIFICATIONS

• High school diploma required; additional education preferred.
• Previous administrative, school office, customer service, or related experience preferred.
• Proficiency with Microsoft Office and the ability to learn school management and administrative systems.
• A commitment to the mission and values of Catholic education.
• Practicing Catholic in good standing is preferred, but not required.

St. Joseph Catholic Academy offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.

Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person training prior to start date.