Job Title: Administrative Secretary to the Principal
Job Status: Permanent/Full Time
Contact: Mrs. Kate Fitzpatrick, Principal
E-Mail: kfitzpatrick@stelizabethparish.org
Introduction:
The Administrative Secretary to the Parish School Principal [hereafter: administrative secretary] is an individual hired by the pastor after consultation with the parish school principal and the parish business manager. The administrative secretary is a twelve-month, full-time, non-exempt (hourly wage) employee of the parish and is entitled to the employee benefits delineated in the Guidelines for Employees at Saint Elizabeth Parish (July 1, 2020). The administrative secretary is directly responsible to the parish school principal for the performance of the responsibilities listed below.
Requirements for Position:
The administrative secretary is expected to be a baptized Catholic in good standing at his/her proper parish of registration, to have a high school diploma (two or more years of college education preferred) and to have at least three (and preferably five) years of professional secretarial experience in a school or an office setting. This role requires professionalism, discretion, strong interpersonal communication skills, an ability to relate effectively with others, particularly with children and their parents. All parish employees are expected to share a personal commitment to the vision and mission of the Universal Church and to the specific mission and pastoral plan of Saint Elizabeth Church. Also required is familiarity and experience in using a personal computer in a Windows environment, including the Microsoft Office Suite and Google Workspace, along with the willingness to learn the Parish Data System software (PDS), the Student Information System (FACTS), and School Pass dismissal management program.
Description of Responsibilities:
The administrative secretary is a twelve-month position, including the summer months. The administrative secretary is expected to work on site in the education center office five days a week, 7:45 AM-3:45 PM, and will be compensated for a total of thirty-five hours per week. As a full-time employee, the administrative secretary is entitled to one hour (unpaid) for a meal at a time agreed upon by the parish school principal.
At times, the administrative secretary may be called upon by the principal to adjust the daily work schedule to accommodate the needs of special school programs and/or to accommodate the needs of other parish and parish school staff.
Among the responsibilities of the administrative secretary are included the following:
1) to maintain a high degree of personal decorum, confidentiality and professionalism in attire, disposition and interaction with others.
2) to work in cooperation with the principal, teaching faculty, and other members of the parish school staff in the daily operations of the parish school.
3) to work in cooperation with members of the parish administrative, secretarial and maintenance & custodial staff in the daily operations of the parish, the scheduling of parish activities, and the use of parish facilities.
4) to respond in a welcoming, courteous, and responsible manner and to handle ordinary school-related inquiries, both for those calling on the telephone and for school parents, parishioners, and others coming in person to the education center office.
5) to maintain a sufficient familiarity with parish and parish school personnel and activities to handle ordinary inquiries and to direct callers to the appropriate sources for further information as needed.
6) to be responsible to ensure that all monies received in the education center offices are deposited each day in the ministry center safe.
7) to process student application and registration information and to regularly update student census records, parish database records, permanent record cards, and related materials and to provide needed database reports to principal
8) to assist the principal in the scheduling of meetings for school committees & organizations.
9) to assist the principal with practical arrangements for regular activities and special events involving the faculty, staff, and student body throughout the year.
10) to track and monitor student attendance and generate reports as needed, to ensure accuracy and confidentiality of all student and family data within the FACTS system, to assist families with FACTS accounts, including login support and navigation, and to collaborate with the business office regarding tuition management and billing through FACTS
11) to handle routine operations and maintenance calls for the office copier, duplicator, laminator, fax machine, computer printer, etc.
12) to work together with the administrative secretary for religious education & faith formation in maintaining an inventory of and coordinating the ordering of general office supplies and related materials for use by the staff and stewardship volunteers of the parish school and the elementary faith formation program.
13) to attend to those visiting the health suite in the absence of the school nurse or medical volunteer.
14) to address and provide guidance for minor issues that may arise in the absence of the principal and to assist the designated faculty member in communicating with the principal and implementing the principal’s directives for handling whatever issues arise in the principal’s absence.
15) to be responsible on a rotating basis with other education center office staff in the clean-up of the staff kitchenette area, including dishes and plate ware, food and drink, etc.
16) to perform other secretarial tasks as directed by the pastor, the principal or his/her delegate as needed
Qualified and interested candidates please send your resume, cover letter, three letters of recommendation, and updated clearances (FBI Fingerprint, Child Abuse and Criminal Background) to the Principal at the e-mail address noted above.
If the position is offered, the candidate will be required to complete the “Protecting God’s Children” training through the Archdiocese of Philadelphia. Additional information regarding this training can be found here.
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