School Secretary

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:

The school is looking to fill this position by end of summer 2025.