Job Description
St. Mary Catholic School in Williamston is seeking a School Secretary.
Accountability: Reports to Principal
Hours: Full-time-hourly, 5-days, 40 hours except snow days
General Summary: The school secretary is often the welcoming face of the school to incoming families. Through organizational and interpersonal skills, he or she assists in the ministry of the principal and the overall mission of the school to bring each and every student to the Gospel message of Jesus Christ.
Principal Duties and Responsibilities - Greet and assist visitors to the office; assists with controlling access to the building.
- Answer incoming phone calls/messages, check attendance line, dispense messages as needed.
- Provide information and assistance to school personnel and the public in a variety of matters requiring a detailed knowledge of rules, procedures, policies, precedents and activities.
- Assist parents with the completion of registration materials. May provide a brief orientation to new students and parents. May provide tours.
- May follow up with families after introduction and tour of the school.
- May order office supplies.
- May scheduling appointments/meetings for the principal and school including, principal's meetings, school photos, vision and hearing testing, bus requests, field trips, guest speakers and tours of the school.
- Processes and maintains database systems: FACTS SIS (Student Information System), handing student registrations and information.
- Processes and maintains FACTS Financial - responsible for billing tuition, aftercare charges, lunch charges etc... Communicates with families past due - per the request of principal or business manager.
- Creates and sends out weekly email Flocknote to school families with important information (Fridays).
- Communicates/coordinates with Williamston Bus Garage, i.e. field trips, busing for families.
- Establishes-maintains filing/database systems, including student attendance/demographic data.
- Prepares and types letters, memoranda, forms, reports, bulletins, handbooks, questionnaires, and other documents, with minimal direction, including Williamston/Brighton Shared-Time spreadsheets/reports, Ingham County MICR/SIRS reports (due 10/1,11/1,2/1), and programs for school concert and plays.
- Processes forms, applications, documents, records and other documents in support of the site functions and programs.
- Processes and maintains assigned operational and school office records, including but not limited
to, attendance, enrollment, health, lunch count, student cumulative information (ex:CA60s, family files, Preschool and Childcare files) and registration. - Prepares, assembles, and distributes regular and/or monthly current event hand-outs.
- Facilitates and manages school "hot lunch" program which involves ordering Subway (Thursdays) and Hungry Howies (Fridays); creates weekly online order forms, compiles orders, deposits for families and staff, collection of payments, and issuing statements.
- Attends weekly staff meetings (after school) and others as assigned.
- Receives, sorts, and distributes incoming mail.
- Administers basic First Aid (bandage, ice pack etc.) and health care for ill students (takes temperature, administer authorized medication, etc.) and keeps medication forms-medication log updated.
- Maintains confidentiality of all communications and files.
- Operates, coordinates maintenance of, office equipment including telephones, printers, scanner, laminator.
- Update/ maintain showcase in entryway of school.
- Assembles, maintains a supply of information folders for all grades Preschool-Eighth Grade.
- Performs other duties as assigned.
Knowledge, Skills, and Abilities Education: High School Diploma with additional coursework in office skills.
Experience: Minimum two years of progressively more responsible secretarial and clerical experience, preferably in a school setting.
Required : First Aid/CPR certificate (or wiling to get trained). Must be able to type at least 45 w.p.m. accurately. Must be a fluent user of Microsoft Office Word and have familiarity with Excel.
Physical Demands: While performing duties, employee has to sit for long periods of time, use hands in repetitive motion tasks, and answer telephone calls. The position also requires some standing, stooping, and bending while filing. Employee is expected to work onsite, Monday through Friday. Employee must be able to lift 40 lbs.
The above statements describe the general nature and level of work of the position. They are not an exhaustive list of all responsibilities, duties, and skills.
To apply for this position, please submit a cover letter and resume to the online application. Catholic Diocese of Lansing
Job Tags
Hourly pay, Full time, Work at office, Monday to Friday,