St John Vianney Catholic School is a vibrant elementary school in Mott Park committed to providing our students with a nurturing and stimulating learning environment. We foster academic excellence, social-emotional growth, and community engagement to empower our students to reach their full potential.
We seek a dedicated and organized Elementary School Secretary to join our administrative team. The Elementary School Secretary will serve as the first point of contact for students, parents, staff, and visitors, providing administrative support to ensure the efficient operation of the school office. This role requires excellent communication skills, attention to detail, and multitasking in a fast-paced environment.
- Front Desk Management: Greet visitors, answer phone calls, and respond to inquiries in a friendly and professional manner. Direct visitors to appropriate personnel and provide general information about the school.
- Student Records Management: Maintain accurate student records, including attendance, enrollment, and health information. Process student registration and withdrawal paperwork.
- Parent Communication: Assist in communicating with parents regarding school events, schedules, and administrative matters. Distribute newsletters, flyers, and other communications as needed.
- Administrative Support: Support school administrators, teachers, and staff, including typing correspondence, scheduling appointments, and preparing reports.
- Attendance Monitoring: Monitor student attendance and follow up with parents/guardians regarding absences or tardiness. Maintain attendance records in compliance with school policies and regulations.
- Supply Management: Manage inventory of office supplies and place orders as needed. Maintain organized and tidy office space.
- Health Office Support: Assist with basic first aid and medication administration as directed by school nurse. Maintain confidentiality of student health information.
- Event Coordination: Help plan and organize school events, meetings, and conferences. Coordinate logistics, such as room reservations, catering, and materials preparation.
GENERAL SUMMARY: Reports to Principal
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, which is to bring each and every student to the Gospel message of Jesus Christ.
- Provides information and assistance to school personnel and the public in various matters requiring detailed knowledge of rules, procedures, policies, precedents, and activities.
- Establishes and maintains filing and database systems, including student attendance and demographic data.
- Assists parents with completing registration materials. May provide a brief orientation to new students and parents. May provide tours.
- May follow up with families after the introduction and tour of the school.
- May schedule appointments and meetings for the principal.
- Prepares and types letters, memoranda, forms, reports, bulletins, handbooks, questionnaires, and other documents with minimal direction.
- Processes forms, applications, documents, records, and other documents in support of the site functions and programs.
- Greets and assists visitors to the office; controls access to the building.
- Orders office supplies.
- Processes and maintains assigned operational and school office records including, but not limited to, attendance, enrollment, health, lunch count, student cumulative information, and registration.
- Receives, sorts, and distributes incoming mail.
