School Office Manager

Catholic Schools Office

Website St. Joseph Catholic School St. Joseph Catholic School

St. Joseph Catholic School

The office manager is charged with the goal of living and incorporating the St. Joseph School mission in her or his respective role. The Office Manager reports directly to the Principal.

Daily

  • Daily: Front Desk duties include assisting students, parents, staff in the early morning; answer phones/assist callers-primary phone person; Help teachers with copier, duplicators, supply and paperwork needs. Submit tardy slips/attendance reports.
  • Closing: Turn off the computer, and lock all front doors at 4:00 p.m. If the last person in the office, need to lock all doors inside the office.

Weekly Duties

  • Get postage for mail, as needed.
  • Make deposits, as needed.

General Duties throughout the Year

  • Communicate with parents/staff/faculty/CSO Office, etc. as needed.
  • Make copies of school forms as needed.
  • Assist faculty, staff, and visitors.
  • Assist with the completion of the CSO forms in the Fall and Spring as needed by the deadline dates. Register faculty/staff for the UD Ministry Conference.
  • Compile the list of substitute teachers each year with all the info needed in their folders; call subs on an as-needed basis to sub at STJS. Coordinate paperwork and Safe Environment info with the Safety Director.
  • Get field trip info from classes.
  • Compile needed info each year for 8th grade students’ files for High Schools and send requested info in files to corresponding high schools that request them.
  • Individual and Group pictures: coordinate dates and materials for each year. Prepare and send order forms to classrooms/parents. Assist the students in the auditorium during “picture” days with all needed forms.

Order office supplies at the beginning of the school year and as needed throughout the year. Order supplies for the various office machines, as needed.

  • Work on miscellaneous tasks as requested by the Principal and others in the School

Office including Principal letters to Parents/Staff/Faculty at various times of the year.

Annual Duties

  • Update all letters and forms in RenWeb each year for Admissions including applications and enrollment.
  • Carefully follow the process if each family from the time they submit their applications until full enrollment of respective students including all RenWeb tasks associated with this process. Confer with the principal in this process.
  • Follow-up with parents on an ongoing basis so that the files for new students are complete.

Work on re-enrollment process for existing students following RenWeb process,  Respond to email and in-person inquiries regarding our school admissions. Set up individual tours when requested. Assist with Open Houses as needed.

  • Update calendars (short and detailed), faculty/staff directory, telephone, and birthday

Update handbooks for various entities in school.

Report cards: Check all report cards for completion in RenWeb and print ail report cards/behavior pages each quarter.

  • Type all Honor Roll sheets and post in hallway each quarter.
  • New Staff: set up files, get information to set up RenWeb (with correct security) , website, personnel database in the diocese, etc.
  • Update permanent record folders for each student. Update records as needed with dates of baptism, reconciliation, confirmation, etc. File records in correct cabinets (current/graduating/withdrawals).

Do Diplomas/awards certificates for students.

  • Complete termination paperwork for outgoing staff/faculty and send to CSO.

Ask parents to complete withdrawal forms for students who withdraw and send to CSO. Update family demographic information in RenWeb, as needed, and provide updated forms to Extended Day staff.

Update all emergency contact information for the staff/faculty and print new forms annually.

  • Assist with other school activities, as needed.

Collect acknowledgement sheets from families (Handbooks) by early September insuring that all have been turned in.

  • Print baptismal records for 2nd grade and 8th grade students for the Faith Formation Office. Print labels as needed for these students.

 

Summer (more specifically):

Archive all report cards from the spring (4th quarter).

Progress all student permanent record folders.

Place all students into homerooms and respective classes in RenWeb, Create and print homeroom rosters and labels for all grades, as needed.

Update copier codes and computer codes for faculty. Other year tasks, as needed.

 

If interested in this position, send cover letter and resume to Trinidad Saucedo [email protected]