Administrative Assistant (Part-Time), St. Joseph Center for Special Learning

Diocese of Allentown; Schuylkill Haven (Schuylkill County); On-site; USD 19,000 - 30,000; Part time

Job summary

The Diocese of Allentown seeks a Part-time Administrative Assistant to support the St. Joseph Center for Special Learning in Schuylkill Haven. The role focuses on clerical tasks, calendar management, and front-desk interaction with staff, families, and visitors.

Hours average 21 per week on Tuesdays, Wednesdays, and Thursdays, with some flexibility. Strong Microsoft Office skills and confidentiality are essential for this position within a Catholic office environment.

Qualifications

• High school diploma or equivalent required.
• Previous administrative or office experience preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar systems.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Answer phones, respond to emails, and greet visitors professionally.
• Manage calendars, schedule meetings, and coordinate appointments.
• Maintain organized filing systems (digital and paper).
• Process incoming and outgoing mail and prepare reports as needed.
• Support invoicing, billing and basic bookkeeping tasks as applicable.

Skills

Organizational skills

Time management

Communication skills

Customer service oriented

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

DIOCESE OF ALLENTOWN

St. Joseph Center for Special Learning, Schuylkill Haven

Position Description

JOB TITLE: Part-time Administrative Assistant - Administrative Office

FLSA: Non-Exempt

REPORTING FUNCTIONS: Business Manager, St. Joseph Center for Special Learning

Position Summary

The Part-Time Office Administrative Assistant provides administrative and clerical support to ensure the efficient day-to-day operation of the office. This role requires strong organizational skills, attention to detail, and a welcoming, professional demeanor when interacting with staff, families, and visitors.

This is a part-time position with an average of 21 hours weekly with standard workdays of Tuesdays, Wednesdays, and Thursdays. (Hours and working days may be adjusted to meet the needs of the position.) The Center's operational hours are 7:30 AM to 3 PM. May be required to work more hours occasionally.

Key Responsibilities

Administrative Support

• Answer phones, respond to emails, and greet visitors in a professional and courteous manner
• Manage calendars, schedule meetings, and coordinate appointments
• Maintain organized filing systems (digital and paper)

Office Operations

• Order and manage office supplies and assist with basic office maintenance needs
• Process incoming and outgoing mail
• Prepare correspondence, reports, and documents as needed

Data & Record Management

• Maintain accurate records, databases, and student/client files
• Assist with data entry and document tracking
• Ensure confidentiality of all sensitive information

Financial/Administrative Assistance

• Assist with invoicing, tuition tracking, payments, or basic bookkeeping support (as applicable)
• Support administrative processes related to enrollment, billing, or accounts receivable

General Support

• Provide backup support to other office staff as needed
• Assist with special projects, events, and administrative initiatives
• Perform other duties as assigned by supervisor or Principal.

Additional Conditions For Employment

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 regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Qualifications

Required

• High school diploma or equivalent
• Previous administrative or office experience preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar systems
• Strong organizational and time-management skills
• Excellent written and verbal communication skills

Skills & Competencies

• Detail-oriented and dependable
• Ability to multitask and prioritize duties
• Discreet and professional with confidential information
• Friendly, approachable, and service-oriented

Work Environment/Physical Demands

• Office setting with regular interaction with staff and the public
• Occasional standing, lifting light office supplies, and computer work
• Maintain professional and technical knowledge by participating in programs/trainings that will enhance required skill sets for the position
• Utilize personal vehicle for incidental business as needed

The above statements are intended to describe the general nature and level of work being performed by staff assigned to this. They are not intended to be an exhaustive list of all responsibilities and duties required of staff so classified.

EOE M/F/D/V