Substitute Administrative Assistant- St. Peter the Apostle Catholic School

Olgcstx; Boerne (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

The Archdiocese of San Antonio seeks a Substitute Administrative Assistant to support front desk and department operations on an as-needed basis. The role provides clerical and administrative assistance to the Office Manager and ensures smooth workflow when coverage is required.

Responsibilities include answering calls, filing, preparing data summaries, coordinating travel and meetings, taking meeting minutes, managing supplies, and safeguarding confidential information in line with diocesan

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• At least four years of administrative support experience.
• Bilingual in Spanish and English is required.
• Reliable transportation and valid driver’s license required.

Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Maintains filing systems as assigned.
• Retrieves information from records, email, minutes and other documents; prepares summaries as needed.
• Responds to and resolves administrative inquiries.
• Coordinates and schedules travel, meetings and appointments.
• Prepares meeting agendas and schedules.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of equipment.
• Protects confidentiality of information and ensures safety protocols are followed.
• Complies with Archdiocesan Code of Conduct and Faith and Morals policy.
• Collaborates with team to support Mission and Vision of the organization.
• Performs other duties as assigned.

Skills

Bilingual Spanish/English

Detail oriented

Team player

Written communication

Critical thinking

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

MS Office

Job description

Description

Employment Status: Temporary

FLSA Status: Non-Exempt (Hourly)

Schedule: As needed

Reports to: Principal

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.

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 questions
• Coordinates 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.

Requirements

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.

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.