Part Time School Receptionist/Clerk - St. Patricia - ...

Visit School Website Catholic Schools Search The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 150+ elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years. The School Receptionist/Clerk serves as the primary point of contact for the school community. This position provides comprehensive administrative, operational, and compliance support while ensuring a welcoming, safe, and well-organized environment for students, families, staff, and visitors. Acts in accordance with Archdiocesan and Office of Catholic Schools (OCS) policies, procedures, and guidelines. Reports to the principal. Position Summary The School Administrative Assistant serves as the primary point of contact for the school and parish community and provides comprehensive administrative, operational, compliance, and health office support. This position ensures efficient office operations, maintains accurate student records, supports school safety protocols, coordinates volunteers, and upholds confidentiality in accordance with Archdiocesan policies. The Administrative Assistant demonstrates professionalism, hospitality, discretion, and a commitment to the mission and values of a Catholic school community. Essential Duties and Responsibilities:Office Administration & Hospitality Serve as the first point of contact by answering phones and greeting visitors, vendors, and families in a professional and welcoming manner. Respond knowledgeably to inquiries regarding school and parish activities. Monitor and control building access; ensure visitor check-in procedures and safety protocols are followed. Perform general office functions including copying, scanning, faxing, filing, mail distribution, and meeting scheduling. Maintain organized records in accordance with Archdiocesan guidelines. Prepare correspondence, reports, weekly bulletins, and mailings; draft materials for the Principal's signature as assigned. Maintain office areas including hospitality room, staff lounge, décor, required postings, and supply inventory. Assist with school and parish events, including fundraising activities, Open House, staff functions, and related projects. Attendance, Records & Compliance Enter and maintain accurate daily attendance in PowerSchool. Maintain complete and accurate student records including registration, emergency, medical, immunization, and authorization documentation. Ensure compliance with required documentation and record retention policies. Coordinate ISBE and state reporting requirements, including Medical, Dental, Vision, and other mandated forms. Complete required state and Archdiocesan documentation and reporting accurately and in a timely manner. Student Health, Wellness & Safety Administer student medications in accordance with policy and maintain accurate logs. Provide basic first aid to ill or injured students; notify parents/guardians and complete required incident reports. Maintain health office visit documentation. Coordinate and document fire drills, tornado drills, lockdowns, and Crisis Management meetings. Contact emergency services as required. Ensure proper filing and submission of mandated reports, including CANTS forms. Volunteer & Community Coordination Coordinate parent volunteers and manage scheduling platforms (e.g., SignUpGenius). Monitor and communicate required volunteer service hours to families. Oversee and track Virtus compliance for staff and volunteers; follow up as necessary. Collaborate with faculty and staff to coordinate volunteer support for school activities and events. Operational Support Serve as liaison with food service providers and vendors; track lunch participation and supervision records. Process vendor orders and assist with inventory management. Manage student dismissal changes and end-of-day coordination. Remain informed about school and parish activities to provide accurate information. Cross-train in organizational coordination duties to ensure operational continuity. Lift and move boxes up to 30 pounds as needed. QualificationsEducation & Experience High school diploma required; Associate's or Bachelor's degree preferred. Minimum of 2-3 years of administrative or office experience; school or parish experience preferred. Experience handling confidential information with discretion. Technical Skills Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace. Experience with student information systems (e.g., PowerSchool) preferred. Ability to learn and manage online volunteer and compliance tracking platforms. Core Competencies Strong organizational skills with attention to detail and accuracy. Excellent verbal and written communication skills. Ability to multitask and manage competing priorities in a fast-paced environment. Professional demeanor and strong interpersonal skills. Ability to work independently and collaboratively. Sound judgment and commitment to confidentiality. Ability to walk, stand, climb, stoop, or kneel as required. The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here. This position has an hourly salary range of $18.00 - $20.00. An employee's pay within the hourly salary range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Created: 2026-03-04