Full Time School Secretary, St. Margaret School


Job Title:  School Secretary                                                                       

Reporting Functions: Reports to School Principal

Job Function: Under the direction of the Principal, performs a wide variety of clerical and secretarial duties to organize school office activities; assist the Principal in routine administrative tasks; perform public relations and coordinate communication between principal, pastor, Business Manager and office manager; faculty and staff, parents, students and general public; and performs other duties  as assigned.

Duties and Responsibilities:


  1. Place and receives telephone calls and take messages for administrators and staff.


  1. Provides secretarial support to the Principal and administrative staff. Formats and types correspondence, forms, memoranda and reports; duplicates materials.


  1. Organizes, coordinates and schedules a variety of office activities to assist the Principal with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, operations and activities.


  1. Prepares, Processes documents and materials (e.g. request for field trip transportation, enrollment/withdrawal, daily attendance, report cards, home/school communication, etc.) for the purpose of disseminating information to appropriate parties.


  1. Communicates with public schools concerning transportation arrangements for students. Maintain bus companies informed on enrollment in each school district as needed.


  1. Maintain school calendar; schedules appointments, special events, staff meetings and/or conferences as needed. Update School website, including school calendar.


  1. Collects, organizes and maintains manual and electronic documents, files and records (e.g. students enrollment/withdrawal information emergency cards/sheets, attendance records, students record, faculty, staff, etc.) for the purpose of providing up-to-date reference and audit trail.


  1. Register’s students; completes enrollment information; establish students records and enter into computer; complete records for release of transfer of students. Update records as needed throughout the school year.


  1. Maintain and update Option C school database. Add new students into system and complete reports from system as needed and requested by administrative staff. (Complete the End of the Year Wizard in Option C)           
  2. Monitors/assists students referred for illness, discipline, etc. for the purpose of ensuring their safety and welfare. Administers first aid to sick and injured students, contact the nurse and parents.


  1. Requisitions, receives, stores and distributes supplies and office materials; maintains materials and equipment inventory as assigned.
  2. Responsible for mailing out correspondence and distributes incoming mail/circulation and provides clerical assistance to faculty and staff as needed.


  1. Operates office equipment such as fax machine, copiers, use of computers for spreadsheet, word processing, database and other applications. Reorders supplies as needed.


  1. Keep and maintains regular attendance record for students and staff.


  1. Updating Principal Handbook and the Teacher Resource Book as requested principal.


  1. Provides information concerning school policies, procedures, actions, activities and schedules as appropriate; maintains school calendar.


  1. Keep organized desk and office space in the office daily and maintain a welcoming environment.


  1. Prepare and type book orders and other purchase orders as requested (NPIS).


  1. Makes personal folders for new employees and prepares new employee packets.


  1. Receives work assignments directions from the Principal and office manager.


  1. Prepares school-home communications such as: back to school packets, fliers, reminders which may include the scheduling, compiling, typing, paste-up, printing and distribution. Responsible for electronic communication, such as Option C alerts (school closings, delays, etc.,)


  1. Record and Prepare End-of-Year Attendance forms for Diocese and Reading School District.


  1. Update Birthday Bulletin Board in School Hallway – Monthly


  1. Translate documents and serve as interpreter as necessary.


  1.  Any other duties assigned by the principal, office manager and Pastor.


Educational Requirements:

  1. High School diploma or equivalency.
  2.  Two year demonstrated and successful experience as a secretary, administrative assistant or office clerk, preferably in a school setting Experience in dealing with children and the public.


  1. Bilingual preferred, should have the ability to read, write, and speak English and Spanish fluently.


Other Requirements

  1. Excellent organizational skills, including the ability to set priorities, meet deadlines and work efficiently with frequent disruptions.                        


  1. Must be dependable and punctual. 


  1. Must be courteous, tactful and maintain strict confidentiality.


  1. Ability to interact with school-aged children in a warm, confident manner and develop and maintain productive working relationships with school staff and parents or guardians.


  1. Ability to work efficiently and communicate effectively orally and in writing.

with school personnel, administrators, students, parents and the general public.


  1. Computer proficiency required (Microsoft, spreadsheets and database management); along with the ability to skillfully operate office equipment.


  1. Must have knowledge of school and diocesan policies in order to process information and follow correct procedures.


  1. Must exhibit a high degree of integrity, loyalty, and dependability and have a strong work ethics.


  1. Must always demonstrate a positive and professional attitude (including professional attire).


  1. Must maintain good moral standing and have a strong commitment to the mission of Catholic Education.


  1. Current valid driver’s license.


Working Conditions:


  1. Normal school office environment: 
  • Regular Work schedule:  August – June, Monday – Friday, 8:00 am – 4:00 pm with 1/2-hour unpaid lunch.  (37.5)
  • Summer Work Schedule ( July):   Monday – Friday, 9:00 am to 1:00 pm (20 hours per week). 
  • As an hourly employee you are required to punch in and out (including lunch) every day.


  1. May be required to work outside of normal work hours to attend necessary meetings and events.   Any and all deviations from the regular or summer work schedules must be pre-approved by Principal and Pastor