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Administrative Assistant IV - Department of Catholic Schools

The Archdiocese of Portland in Oregon
Portland, OR
  • Expired: August 10, 2022. Applications are no longer accepted.


Job Summary

The Archdiocese of Portland is in search of an Administrative Assistant. This position will assist the Department of Catholic Schools (DCS) in managing daily operations of the office including, but not limited to, phone, clerical, correspondence, mail, ordering and/or stocking supplies, and record keeping. Screens and routes call, greets visitors, answers questions, and resolves problems within the scope of authority and responsibility. Schedules appointments and prepares for meetings, conferences, speaking engagements, and travel. This position performs complex administrative functions and keeps complex records. Decisions are made independently (within the scope of the job) and contain a wide diversity of work situations. This position performs duties with little direction needed or given and deals with sensitive situations requiring a high level of confidentiality on a regular basis.

Responsibilities and Duties

  • Applicant Recordkeeping Maintains and distributes applicant information as needed. Designs and maintains Applicant Databases for principals and teachers. Forwards applications within Schools Department and to Search Committees. Runs database reports regularly and upon request.
  • Fingerprint Checks Assists schools with FBI/Fingerprint-based criminal history background checks and accessing correct forms and fingerprint cards for schools. Ensures accuracy of completed forms/cards and forwards them to the Oregon Department of Education. Notifies the principal of the background check results.
  • Teacher Standards & Practices Commission- Prepares and records application and renewal forms for teaching and administrative licenses. Responds to inquiries from principals, teachers, and the public regarding Oregon laws and standards concerning licensure and teacher assignments (teachers assigned to the correct position for their teaching endorsement).
  • Coordinates the registration and verification of teaching and administrative licenses. Ensures compliance with state laws regarding teaching license registration. Ensures the eligibility of applicants regarding licenses and/or other information. 
  • Employee Database- Designs and maintains Personnel Database for school employees in G Suite.
  • Employment Verifications - Prepares school district verification forms. Must also calculate the hours/days of employment. Keeps database of employee verifications sought.
  • Designs and maintains the Department of Catholic School Internet Website, Principal, and School Office Intranet sites.
  • Prepares statistical reports for the National Catholic Educational Association and Department of Catholic Schools. Compiles and verifies statistical information from schools including enrollment, principal and teacher statistics, confidential salary information, ethnic statistics, School Advisory Council information, and confidential tuition schedules. Distributes completed reports to schools, the Archbishop, and other Pastoral Center staff. Assists with other statistical reporting as necessary.
  • Processes Non-immigrant Student (F-1) Visa forms (I-20), including responding to requests to verify information, approving forms, and forwarding to the school or sponsoring agency. Remains up to date on applicable federal laws and statutes regarding Non-immigrant and Immigrant Students. Makes decisions about the eligibility of candidates and completeness of records. Acts as liaison between USCIS (US Citizenship and Immigration Services) and schools and/or sponsors. Acts as a Designated School Official. Reports information to Superintendent on a regular basis.
  • Performs quarterly reviews of the eligibility status of all Non-immigrant Students to ensure compliance with BCIS regulations.
  • Performs quarterly enrollment verification on all Non-immigrant students in SEVIS (Student and Exchange Visitor Information System). Designs and presents workshops for local school personnel responsible for Non-immigrant Student Visa procedures.
  • Responds to public inquiries regarding closed schools and maintain a microfilm library of student transcripts of closed schools. Provides copies of student records when requested adhering to confidentiality guidelines. Creates digital files where applicable.
  • Reviews and monitors monthly expense reports, reviews and codes invoices prior to payment, processes check requests when needed. Requisitions department supplies and ensure equipment is operational. Creates database of department expenditures. Reconciles petty cash monthly.
  • Composes correspondence on matters not requiring a personal response from the Superintendent.
  • Supports other administrative staff in the department, assisting with other departmental projects as needed such as helping to complete projects, answering phones, and opening mail. Prepares all logistics for in-service days and retreats. Keeps DCS apprised of upcoming events and preparations made and needed.
  • Acts as recording secretary at meetings and assists in the revision of handbooks and manuals, i.e., DCS Policy and Guidelines Manual.
  • Performs other work-related duties as assigned.

Qualifications and Skills

  • Associate's Degree required; Bachelors Degree preferred.
  • Knowledge of the Catholic Educational system preferred.
  • Minimum of 4 years of office managerial experience or equivalent training and/or education.
  • Prefer practicing Catholic. Prefer experience working in a religious or non-profit organization. A valid driver's license is required. Bilingual in Spanish is preferred.

Job Conditions
Work is performed in an office setting, under continual, tight deadlines. Employee is required to do extensive close computer work. There will also be offsite work for in-service and training. Supervision of temporary workers or student workers is sometimes required. Supervised by Archdiocesan official and represented by the Office and Professional Employees International, Local 11.

Communication/Client Contacts
Contacts are made with others both inside and outside the organization, either by telephone, email, virtual meetings, or in person. Contacts are usually made on the employees own initiative.

Specific Job Skills Accurate keyboarding at 60-80+ wpm. Ability to produce accurate correspondence and reports in a timely fashion. Proven ability to organize files, events, and materials in a successful manner. Proven ability to communicate successfully in either verbal or written form, handle sensitive records, maintain confidentiality, and exercise discretion. Knowledge of personal computers and all basic office equipment.

The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.*

The Archdiocese of Portland in Oregon


Portland, OR
97204 USA



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