Administrative Assistant, St. Joseph Center for Special Learning

DIOCESE OF ALLENTOWN

St. Joseph Center for Special Learning, Schuylkill Haven

Position Description

JOB TITLE: Administrative Assistant – Administrative Office

FLSA/JOB STATUS: Non-Exempt/Part Time

REPORTING FUNCTIONS: Business Manager, St. Joseph Center for Special Learning

 

Position Summary: The Part-Time Office Administrative Assistant provides administrative and clerical support to ensure the efficient day-to-day operation of the office. This role requires strong organizational skills, attention to detail, and a welcoming, professional demeanor when interacting with staff, families, and visitors.

This is a part-time position with an average of  21 hours weekly with standard workdays of Tuesdays, Wednesdays, and Thursdays. (Hours and working days may be adjusted to meet the needs of the position.) The Center's operational hours are 7:30 AM to 3 PM. May be required to work more hours occasionally.

 

Key Responsibilities

Administrative Support

• Answer phones, respond to emails, and greet visitors in a professional and courteous manner

 

• Manage calendars, schedule meetings, and coordinate appointments

 

• Maintain organized filing systems (digital and paper)

 

Office Operations

• Order and manage office supplies and assist with basic office maintenance needs

 

• Process incoming and outgoing mail

 

• Prepare correspondence, reports, and documents as needed

 

Data & Record Management

• Maintain accurate records, databases, and student/client files

 

• Assist with data entry and document tracking

 

• Ensure confidentiality of all sensitive information

 

Financial/Administrative Assistance

• Assist with invoicing, tuition tracking, payments, or basic bookkeeping support (as applicable)

 

• Support administrative processes related to enrollment, billing, or accounts receivable

 

Additional Conditions for Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

 

Qualifications

Required

• High school diploma or equivalent

 

• Previous administrative or office experience preferred

 

• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar systems

 

• Strong organizational and time-management skills

 

• Excellent written and verbal communication skills

 

Skills & Competencies

• Detail-oriented and dependable

 

• Ability to multitask and prioritize duties

 

• Discreet and professional with confidential information

 

• Friendly, approachable, and service-oriented

 

Work Environment/Physical Demands

• Office setting with regular interaction with staff and the public

 

• Occasional standing, lifting light office supplies, and computer work

 

• Maintain professional and technical knowledge by participating in programs/trainings that will enhance required skill sets for the position

 

• Utilize personal vehicle for incidental business as needed

 

• Perform other duties as assigned

 

The above statements are intended to describe the general nature and level of work being performed by staff assigned to this. They are not intended to be an exhaustive list of all responsibiliti