Front Office Office Administrator

Job Overview The Front Office Administrator greets all employees, guests, and students in the front office of the school. It is paramount that each person is greeted in a friendly manner, so that they feel welcome at St. Vincent de Paul College Prep, Inc. Located in the historic town of Petaluma, California, St. Vincent de Paul College Prep (SV), founded in 1918, is a small, independent coeducational Roman Catholic, college preparatory high school. SV prides itself on our strong community and support among students, faculty/staff, and families. SV educates students in traditional content, real world application and character development. St. Vincent de Paul College Prep strives to educate students through a college preparatory curriculum that develops spiritual, academic, and social potential. As a Catholic preparatory school, we teach Gospel values and ideals, and provide opportunities for students to experience and grow in their faith, commitment to service and leadership potential. Our goal is for each student to become a compassionate, responsible, and active member of their communities. Responsibilities

• Greet all guests in the front office. Inquire as to the reason for their visit and issue a Visitor Badge if needed. Take a message if necessary, invite them to wait for their appointment in the front office lobby, or assist them in scheduling an appointment with the Principal or other faculty/staff member.
• Answer front office phones and retrieve all voicemail messages to the school in a timely fashion. Deliver messages and transfer calls as needed.
• Know the school calendar, so the front office is aware of all upcoming events and happenings on campus. Enter school activities on the Master Calendar and other applicable calendars throughout the school year.
• Receive money, provide receipts, track on spreadsheets, and deliver to the Finance Department.
• Program and monitor school bells to make sure they are scheduled for correct time periods, based on the daily block.
• Be the point person for the copiers and postage machine. Replace toner for copiers, fix printer jams, recycle all toner. Call for support when needed.
• Review camera activity as needed.
• Copy, organize, distribute materials such as: Permission slips, Planned Absence Forms, Parent Volunteer information, Sports Packets, etc.
• Attend monthly Admin meetings. Attendance/Behavior Support
• Manage sign in/sign out late arrival and early dismissal students.
• Monitor daily FACTs attendance and follow-up with faculty. Record attendance, verify absences, make phone calls and/or emails to the student/parent if the student has not been reported absent.
• Create tardy notices for students when applicable and log them into the FACTS management system.
• Generate a weekly attendance report for the Dean of Students.
• Receive and enter detention slips into the tracking spreadsheet.
• Receive and store individual student phones when collected by staff.
• Update the Doorman Phone app Dashboard when students are absent, when they turn in their phones or when they do not bring their phones to school.
• Hand out "phone cards" to students who do not bring their phones to school and collect them at the end of the day. Student Support
• Manage the student parking lot gate for entrances and exits.

Medical:

Tend to ill and injured students. Provide bandaids, Advil, calls home, etc. Store and monitor individual student medication.

• Print Student Emergency forms (school set and individual classroom sets) at the beginning of the year and as students transfer in.
• Maintain the locker spreadsheet for the school. Assign new lockers and codes to each student yearly. Update spreadsheet and locker map. Communicate with the Facilities manager if a locker is broken, jammed or needs a new battery. Be the point person for all locker needs.
• Collect money for lunch fundraisers, dance tickets, field trips, etc.
• Administer and collect forms including: field trips, retreats, dances, applications, etc.
• Maintain non-clothing Lost and Found items. Staff and Family Support
• Assist families with informational questions and support requests via phone, email, and in person.
• Send email announcements of faculty and staff birthdays and update bulletin boards.
• Receive and distribute daily mail and packages to staff/faculty mail boxes. Create mailboxes for new faculty/staff as needed.
• Make announcements for teachers and staff over the intercom.
• Keep the supply, copy, and faculty rooms organized and stocked.
• Update rosters as needed.
• Order supplies from Amazon and Office Depot Business as needed/requested.
• Support school events including but not limited to Orientation, Staff In-Services, and Back to School Night with tasks such as making photocopies and assembling packets
• Track all parent volunteer requirements.
• Track all donated items that are delivered to the front office.

Qualifications and Skills:

• Knowledge of Microsoft Office and Google Suite with special attention to use of spreadsheets. Prior experience with FACTs Management software a plus
• Excellent customer service skills and strong communication skills to include email, telephone, and in person
• Attention to detail and ability to multitask in a fast-paced setting
• Ability to prioritize tasks based upon expectations of the Front Office position
• Ability to establish and maintain cooperative working relationships with students, parents and co-workers
• Ability to understand and promote the school's vision, mission, and goals to students, parents, and community

Job Type:

Full-time Pay:

$24.00 - $25.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person