Secretary/Office Assistant Job at Archdiocese of Chicago in Chicago

School Website

Zip Code 60625

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 154 elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

Queen of Angels School is searching for a Secretary/Office Assistant that contributes to the school's goal of helping students to think with their minds, act with their hearts, and serve with both. Queen of Angels is a leading Catholic parish school located in the Lincoln Square neighborhood of Chicago. Queen of Angels is rich in history, faith, and tradition. Our warm and welcoming community works together to create an exceptional experience for all of our students.

Duties and Responsibilities and Essential Functions:

• Assists in administrative functions of the school.
• Participates in school collection management, student record-keeping, and administers background checks and Virtus compliance for the school.
• Publicly supports and promotes the mission of the school.
• Acts in accordance with Archdiocesan and Office of Catholic Schools (OCS) policies, procedures and guidelines.
• Includes but not limited to: Responsibilities Tuition and Fees Management Responsibilities Assist families with FACTS tuition system set-up.
• Ensure payment plans are set up properly.
• Enter approved tuition and tuitions discounts into FACTs.
• Apply fees to school tuition accounts in FACTS.
• Record tuition and other fees received in person into FACTs.
• Monitor delinquent school tuition accounts and communicate problem accounts to Principal and Operations Director for resolution.
• Assist process as instructed.
• Calculate monthly Extended Care hours from sheets provided by School Office Assistant.
• Post charges to school tuition accounts in FACTS.
• Answer inquiries from parents regarding hours used.
• Prepare Action for Children (AFC) monthly reports for approval by Principal.
• Apply AFC payments to FACTs. Prepare school deposits, reconcile receipt book / deposit ledger in accordance with procedures set by Operations Director.
• Student Record Responsibilities Assist Principal and Marketing Director in admission process.
• Open file for all new students in PowerSchool.
• Request transfer records from previous school. For students transferring out, provide student records upon request.
• Input demographic information as provided into PowerSchool.
• Reconcile PowerSchool and FACTs student counts.
• With Principal, prepare and send school supply list to families.
• Compliance Responsibilities Administer Virtus and background compliance for the school employees and volunteers using the Virtus and eApps systems.
• Prepare annual Office for the Protection of Children and Youth (OCPY) audit for Principal and Operations Director review.
• Assist Principal with annual OCS report.

General Responsibilities:

• Provide back-up to School Office Assistant as needed. Support Administration as needed in the process of procuring substitute teachers in time of teacher absences.
• Filling any gaps in teacher coverage as they arise, either through booking subs for coverage, creating an internal coverage schedule, or personally covering classes, lunch duties, or extended care when necessary.
• Practice discretion and respect privacy when dealing with personal, sensitive, financial, internal and private matters.
• Basic Nursing Responsibilities (Help children with various needs as they visit the office and nurse's office).
• Create and maintain School Personnel Files.
• Other duties and projects as assigned.