Administrative and Billing Assistant

Ascension Catholic Academy’s Early Childhood Learning Centers are dedicated to nurturing the minds, hearts, and spirits of young children through a faith-based, inclusive, and high-quality educational environment. Our mission is to provide a safe, supportive, and joyful place where every child is valued and encouraged to grow academically, socially, and spiritually. Each of our schools, Ascension Catholic School, St. John Paul II Catholic School, St. Pascal Regional Catholic School, and St. Peter Claver Catholic School, features an Early Childhood Learning Center on site, offering a play-based curriculum designed to inspire curiosity, creativity, and a love of learning.

As the Administrative and Billing Assistant, you will support all four Early Childhood Learning Centers across the academy, serving as a central point of contact for administrative and billing needs. This is a full-time (40 hours/week) position, with your primary office located at St. Pascal Regional Catholic School. You will also provide onsite support to the St. Pascal staff as needed, including greeting parents, assisting in classrooms, and substituting in emergencies.

Enrollment Management:

• Track new admissions applications, adding them to spreadsheets and setting up tours as needed.
• Communicate proactively with families, sending necessary information and addressing their questions.
• Collect and organize required paperwork, including licensing documents and scholarship applications.
• Liaise with county officials regarding scholarship applications and track Award Planning Agreements.

Communication:

• Draft clear and engaging communications for parents, including flyers and notifications.
• Collaborate with the marketing team to ensure all materials and websites are current and accurate.
• Establish and maintain a consistent communication schedule throughout the year.

Special Events and Billing:

• Assist in planning family events, ordering supplies and marketing the events to our community.
• Help execute events, ensuring they run smoothly and are enjoyable for attendees.
• Bill families and track payments, invoicing scholarships and monitoring their payment status.
• Communicate with parents regarding their payments and work closely with the finance team to properly track and record all payments.

CACFP Administration:

• Serve as the primary point of contact for CACFP across all four sites.
• Prepare, submit, and track all necessary CACFP paperwork to ensure compliance.

 Starting Hourly Pay: $22/Hour

Starting Pay is determined by the candidate's experience and education level

Ascension Catholic Academy is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment.

Benefits Information: 

Ascension Catholic Academy provides a comprehensive benefits package designed to support our employees’ health, financial security, and work-life balance. Our benefits include medical and dental insurance coverage for employees and their eligible dependents, with options for a Health Savings Account (HSA) or a Flexible Spending Account (FSA), depending on the chosen health plan. Employees receive life insurance with the option for supplemental coverage, as well as long-term disability protection. We offer a 403(b) retirement plan with a 3% employer match for retirement planning. Full benefit details, terms, and conditions are outlined in Ascension’s Employee Handbook and plan documents, available upon request. Eligibility for certain benefits may vary based on employment status and length of service.

• Education: High School Diploma required, Associate's or Bachelor's Degree preferred.
• Communication: Possesses excellent written and verbal communication skills to effectively interact with various stakeholders.
• Technical Skills: Proficient in Microsoft Office Suite and demonstrates the ability to quickly adapt to new software.
• Work Ethic: Self-motivated individual who can work independently, with the flexibility to provide support in the classroom.
• Interpersonal Abilities: Exhibits strong interpersonal skills to build and maintain positive working relationships.

Preferred Qualification: Spanish Fluency

 Physical Requirements:

•  Ability to work a full-time schedule of 40+ hours per week, including attendance at required school events (graduation, holiday programs, and other activities as determined by administration)
•  Sustained mobility to move throughout classroom and school environments for extended periods
•  Ability to lift up to 25 pounds and perform physical tasks required in an educational setting
• Full sensory capabilities, including ability to speak clearly, see, hear, and respond effectively to students, staff, and administrators at all times
• Ability to fulfill all commitments of the educational program throughout the school year

Reasonable accommodations will be provided for qualified individuals with documented disabilities in accordance with the Americans with Disabilities Act and Minnesota Human Rights Act.

Interested candidates can easily apply for this position through our online application portal. To begin the process, simply click on this hyperlink or copy and paste the link into your web browser, https://aca.schoolspring.com?jobid=5224042 , which will redirect you to our SchoolSpring applicant system. Once there, you will see the job description, click "Apply for this Job" and you'll be able to create a school spring profile and submit your application through the secure portal.