Substitute Administrative Assistant- St. Peter the Apostle Catholic School

Archdiocese of San Antonio Careers; Boerne (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

Archdiocese of San Antonio Careers is seeking a Substitute Administrative Assistant to support an assigned department. The role involves front desk coverage when the Office Manager is unavailable, handling phones, records, scheduling, and meeting logistics.

The position requires a high school diploma (Associate degree preferred), at least four years of administrative experience, and bilingual Spanish/English ability. The Archdiocese emphasizes confidentiality and adherence to its Code of Conduct.

Qualifications

• High school diploma or equivalent.
• Associate degree preferred.
• At least four years of experience in an administrative role providing direct support.
• Bilingual in Spanish and English.

Responsibilities

• Answer and transfer phone calls; screen when necessary.
• Maintain filing systems as assigned.
• Retrieve information from records, email, minutes, and other documents; prepare written summaries of data.
• Coordinate and schedule travel, meetings, and appointments.
• Prepare agendas and schedules for meetings.
• Record and distribute minutes or other records for meetings.
• Maintain office supplies and coordinate maintenance of office equipment.
• Adhere to safety training and protocols daily, protecting the safety of self and others.
• Protect the confidentiality of information and materials, including client names, services, donors, and financial data.
• Adhere to Archdiocesan Code of Conduct and Faith and Morals policy.
• Work as a collaborative team member to support the Mission and Vision of the organization.
• Performs other duties as assigned.

Skills

Microsoft Office

Attention to detail

Written and verbal communication

Education

High school diploma

Associate degree preferred

Job description

Summary

The Substitute Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks when the Office Manager needs front desk coverage.

Description

Employment Status: Temporary

FLSA Status: Non-Exempt (Hourly)

Schedule: As needed

Reports to: Principal

Position Responsibilities

• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questionsCoordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Minimum Qualifications

Education

• High school Diploma or equivalent
• Associate’s degree preferred

Experience

• At least four (4) years’ experience of working in an administrative role providing direct support
• Bilingual in Spanish and English

License And Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance
• Must pass archdiocesan Safe Environment Requirements and background screening
• Must pass Texas DPS Fingerprint-based Applicant Clearinghouse screening

Minimum Knowledge And Skills

• Experience with computer software and Microsoft Office Applications;
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.

Additional Notes

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.