Administrative Assistant

Posted Date
10/14/2026
Description
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]
Salary18.00 - 19.50 Hour
Job Type
Secretary / Clerical
Job Location (County)
Cumberland
AddressHoly Cross School
436 Broadway
South Portland, ME 04106
436 Broadway
South Portland, ME 04106