Administrative Assistant

ROMAN CATHOLIC DIOCESE OF PORTLAND ST. JOHN PAUL II PARISH DATE: October 2026

POSITION: Administrative Assistant – School Main Office

LOCATION: Holy Cross School

STATUS: Hourly, Non-Exempt (35-40 hours per week)

HOURLY RATE: Starting pay is $18.00 - $19.50/hour, negotiable depending on experience

Summary of Position: The Main Office Administrative Assistant serves as the primary point of contact for Holy Cross School and is responsible for maintaining a welcoming environment for students, parents, staff and visitors. The Administrative Assistant reports directly to the Principal.

Essential Responsibilities

• Greet students, parents, visitors and vendors warmly and professionally while following school safety and visitor sign-in/sign-out protocols.
• Answer, screen, and route calls with proper telephone etiquette.
• Receive, sort, and distribute daily mail, deliveries, and school correspondence, including central emails, in accordance with school policy.
• In cooperation with homeroom teachers, track daily student attendance, log tardies and early dismissals, and follow up with parents on unverified absences.
• Maintain and update student records, including emergency contact lists using FACTS.
• Record all incoming cash/checks in the receipts log and provide paper receipts for all cash received, in accordance with school policy.
• In cooperation with a second staff member (usually the Bookkeeper), prepare items in safe for deposit at least twice per week.
• Maintain inventory of regularly used office & classroom supplies; oversee the administration, supplies, and maintenance of the office copier.
• Maintains Safety Log (including emergency drills, lighting and signage) for local and state inspectors.
• Coordinate and maintain records of facility rental agreements.
• Other duties as assigned.

Essential Qualifications

• Is a practicing Roman Catholic in good standing who understands and enthusiastically supports the mission of the Church and purpose of the Catholic education; this requirement may be met by a non-Catholic with willingness to understand, respect, and support the Catholic mission, identity, and values of the school.
• High school diploma (or equivalent) required, bachelor’s degree preferred.
• Demonstrates basic proficiency with Microsoft Office 365 (Outlook, Teams, Word, Excel), and with FACTS Student Information System.
• Meets all the employment policies specified in the Diocese of Portland “School Personnel Policies and Procedures Manual.”
• Maintains compliance with all diocesan Safe Environment policies.
• Maintains appropriate confidentiality.
• Possesses and maintains a valid Maine driver’s license and is insurable.

Physical Requirements Ability to keystroke 3 – 4 hours per day with reasonable breaks

Ability to sit for 3 – 4 hours a day with reasonable breaks.

Ability to communicate professionally with students, parents, and staff members.

Ability to bend, stoop or kneel occasionally.

To Apply Please submit the following for consideration:

• Cover letter
• Resume
• Three professional references

Please Send Applications To Shelley Assia

Holy Cross School

436 Broadway

South Portland, ME 04106

(207) 799-6661

[email protected]