ADMINISTRATIVE ASSISTANT PRESCHOOL SECRETARY - Part Time

APPLICANT MUST APPLY FOR THIS POSITION THROUGH THE CATHOLIC SCHOOLS LINK: https://catholicschoolsphx.schoolspring.com

The Administrative Assistant Preschool Secretary is a vital member of the Preschool Administrative Team and plays an essential role in supporting the day-to-day operations of Our Lady of Mt. Carmel Preschool. This position contributes to the preschool’s mission by ensuring smooth and efficient administrative processes, while upholding the values and vision of the broader parish community. This position collaborates with fellow employees in promoting the parish’s mission, “Our Lady of Mt. Carmel exists to get everyone who walks through our doors to heaven.”

Job Requirements:

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Front Office and Public Relations

· Serve as the welcoming face of the preschool, greeting and assisting visitors, families, and community members with professionalism and warmth.

· Respond to inquiries in person, by phone, and via email, providing accurate information or directing individuals to the appropriate personnel.

· Stay informed about preschool events, programs, and announcements by regularly reviewing the preschool newsletter and daily memos.

· Maintain confidentiality and handle all sensitive information with discretion and integrity.

Telephone & Communication

· Manage the preschool’s phone system, including answering incoming calls, transferring to appropriate departments, and taking detailed messages when necessary.

· Facilitate effective internal communication among staff and departments as needed.

Administrative & Secretarial Support

· Provide clerical support as directed by the Preschool Director, including the preparation of reports, forms, correspondence, and other documents.

· Assist in maintaining schedules, files, and communications to support administrative efficiency.

Records Management

· Maintain accurate and up-to-date teacher, student, and preschool records in accordance with preschool policies and regulatory guidelines.

Other Duties

• Perform additional responsibilities as assigned by the Preschool Director to support the preschool’s mission and daily operations.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Minimum Qualifications and Requirements

• Proficient in computer applications including Microsoft Office (Word, Excel), Google Suite (Gmail, Drive, Docs and Sheets) and Canva.
• Strong interpersonal skills with the ability to interact effectively and professionally with staff, families, students, and parish members.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple tasks.
• Able to work effectively under pressure and adapt to changing priorities.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Must possess a current Safe Environment Training certification and a valid FBI (IVP) Fingerprint Clearance Card.
• Occasional off-site work may be required.

Physical Demands

· Work is performed primarily in an office environment.

· Ability to remain in a stationary position for extended periods while operating a computer.

· Ability to lift up to 20 pounds occasionally.

· Ability to move within parish facilities and attend off-site diocesan meetings or trainings as required.

Work Environment

This role is performed in a preschool office environment that requires frequent interaction with students, parents, faculty, and parish members. The ability to work collaboratively in a faith-based community is essential.

Our Lady of Mount Carmel Roman Catholic Parish Tem
2121 S. Rural Road
AZ,

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