Job description for School Secretary
Christ the Good Shepherd Parish
St. John Paul II Classical Catholic School
Lincoln Park, Michigan
Job Title: Catholic Elementary School Administrative Assistant
Job Summary: The Administrative Assistant provides administrative support to the principal and school administration by managing office functions, assisting with student and parent communications, and ensuring that day-to-day operations run smoothly. The position requires strong organizational skills, attention to detail, and a deep understanding of the school’s Catholic mission.
Job Responsibilities
Office Management:
- Answer and direct phone calls, take messages, and handle inquiries.
- Greet visitors, parents, and students in a courteous and professional manner.
- Maintain and organize school files, records, and documents, ensuring confidentiality.
- Handle school correspondence, including mail, emails, and faxes.
- Maintain and order office supplies, ensuring availability and organization.
Teacher Aide:
- Identify students who need additional support
- Create a schedule with teacher on when assistance is needed
- Communicate students progress with teacher
Clerical Support:
- Assist with preparing reports, newsletters, and other documents for staff, students, and parents.
- Coordinate and schedule appointments, meetings, and events for school staff, including the principal and teachers.
- Maintain a school calendar and schedule appointments for the administration.
- Prepare and distribute forms, permission slips, and notices to parents and staff.
- Assist with student attendance records and reporting, including tardies and absences.
Student and Parent Communication:
- Serve as a point of contact for parents and guardians, answering general questions and concerns.
- Maintain accurate student records, ensuring they are up to date with personal information, health records, and emergency contacts.
- Assist with the coordination of parent-teacher conferences and other school events.
- Communicate with parents regarding school activities, events, and important announcements.
Support for School Administration:
- Assist the principal, pastor, and business manager and other administrators with daily tasks and scheduling.
- Help organize school events, including Masses, assemblies, fundraisers, marketing efforts, and extracurricular activities.
- Handle tasks related to student enrollment and registration, including processing applications and documentation.
- Assist in maintaining the school’s website or social media platforms with relevant updates and announcements, and maintains relationships with other parishes and schools.
- Communicates and plans with principal, school administration, and parish staff with fundraising efforts.
- Assists the principal with Title fund management, and application for Grants.
Technology and Record-Keeping:
- Use office software and school management systems to maintain accurate and up-to-date records.
- Assist with maintaining and updating student databases, including grades, test scores, and personal information.
Catholic Identity and Mission:
- Support and uphold the Catholic faith and mission of the school in interactions with students, parents, and staff.
- Assist in the coordination of spiritual and religious activities such as prayer services and liturgies.
- Ensure that all activities align with the Catholic ethos of the school.
Skills and Qualifications:
- Education: High school diploma required; associate's degree or higher preferred.
- Experience: Previous experience in an administrative or office support role, preferably in an educational setting. Knowledge of Catholic education and school culture is highly desirable.
- Technical Skills: Proficient with office software (Microsoft Office Suite, Google Workspace, Canva, Sign-Up Genius, Constant Contact) and basic office equipment. Familiarity with student information systems and school management software is a plus.
- Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with students, parents, staff, and the community.
- Organizational Skills: Strong attention to detail, ability to multitask, prioritize tasks, and manage time effectively.
- Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
- Candidates must be able to pass a background check and have or be willing to complete the Archdiocese of Detroit 'Protecting God's Children' workshop.
Working Conditions:
- The position is generally based in the school office and may require occasional evening or weekend hours for events or meetings.
- If a circumstance arises to fill in for another secretarial role, this position will be asked to fill in on an as-needed basis.
- Some travel may be required for meetings, events, or school-related activities.
- This job description provides a general outline of the role and responsibilities. Specific duties may vary depending on the school’s size, structure, and needs.
This position is hourly. Hourly rate is between $16.50-$18.50 based on qualifications. Benefits are available through the Michigan Catholic Conference.
Interested persons should either mail a resume to:
St. John Paul II Classical Catholic School
Attn: Mrs. Melissa Manczak
1590 Riverbank Street
Lincoln Park, MI 48146
or email an electronic copy to:
principal@jp2catholic.com
The school is looking to fill this position by end of summer 2025.