Job Title: Front Office Secretary (Full Time - 10 month)
Location: St. Vincent de Paul
Wage Range: $22-25/hr
Wage Type: Hourly
Posting Start Date: Earliest Convenience
St. Vincent de Paul Catholic School is seeking a talented and dedicated individual to serve as
front office secretary for the 2024-25 school year. We are a Catholic school in Denver, CO
serving 425 students in grades PK3-8th grade. Rooted in the truth and love of Jesus Christ and
His Church, we are committed to educating the whole child for the future.
Job summary:
The Front Office Secretary is the first point of contact for students who visit the
office during the school day. The Secretary also helps maintain accurate student records
according to Archdiocesan and State requirements. The Front Office Secretary will assist with
student medical administration as delegated by the school nurse delegate as well as maintain
student records and the student information system.
The position is hired, evaluated by and reports to the principal.
Essential job functions:
- Supports and upholds the philosophy of Catholic education and the mission of the school
- Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
- Supports and adheres to the Code of Conduct and policies and procedures of the school and Catholic Archdiocese of Denver
- Abides by the Confidentiality Policy set forth in the Diocesan Employee Handbook
- Maintains a positive and professional attitude/approach when dealing with conflict resolution situations
- Complete beginning of year tasks as related to schedules, student records, phone system, office supplies and emergency procedures
- Complete end of year tasks as related to medicine, report cards, student records, phone system, office supplies, teacher mailboxes, etc.
- Includes but is not limited to:
- FACTS/Student Records:
- Monitors and records daily attendance (tardies, absences, check in and outs)
- Creates and maintains student records - sends and requests transcripts as needed
- Maintains school and staff directories in FACTS
- Prepares reports, report cards and transcripts in FACTS - monthly for preschool attendance
- Keep course database and student section rosters up to date as students enroll, graduate or transfer
- Medical Delegation:
- Performs delegated medical administration with support from the school nurse delegate
- Acts as medical contact for injuries and illnesses
- Collects student immunization records, completes and submits yearly state report
- Completes accident reports and submits them to Archdiocese Schedules/Events:
- Schedules conference room and building space as needed
- Maintains communications with teachers and cafeteria staff during the school day
- Provides instruction for faculty on how to use FACTS for administrative tasks and gradebook
- Support annual fundraising as related to raffle
- Coordinate logistics for Grandparents Day and Picture Day
- Assist Yearbook Coordinator
- Supports the receptionist/admissions director as needed with phone calls
- Determine the need to activate an emergency alarm/notification
- Perform trained emergency procedures in the event of an alarm, lockdown/lockout, or medical emergency
- Coordinates through Principal front desk coverage during breaks or time off of work
- Maintain clean front desk/main office area
- Responsible for all other duties, projects, tasks, etc., as assigned.
Minimum qualifications:
Education: High School Diploma
Experience: Preferred
Training:
- Completion of favorable background check
- Completion of Safe Environment Training
- Completion of First Aid and CPR Training - every 3 years
- Completion of AoD Medical Delegation Training Knowledge, abilities, and skills:
- Knowledge of the basic teachings of the Catholic Church
- Proven work experience as a Receptionist, Front Office Representative or similar role
- Proficiency in Microsoft Office Suite and Google Platform for Schools
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks Working Conditions:
- This position works in standard office and school conditions, but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines and heavy workloads
- Hours are conditional to the school’s hours of operation
- Required to manage high to moderate levels of stress
- Required to work a minimum of a full school day
Mental/Physical Demands:
- Required to lift or carry classroom supplies, textbooks, furniture, and equipment to a minimum of 35 pounds
- Required to maintain composure and avoid inappropriate displays of emotion
- Required to sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak on a daily basis
- Required to perform repetitive physical tasks such as computer keyboarding, writing, reading
- Required to monitor students in a variety of locations including those with noise, activity, and inclement weather