Executive School Secretary

Diocese of Lansing; East Lansing (MI); On-site; USD 38,000 - 52,000; Full time

Job summary

St. Thomas Aquinas Parish School in East Lansing, MI, seeks a dedicated school secretary to provide high-level administrative support, manage attendance, greet visitors, schedule meetings, and maintain records.

The role requires proficiency in Microsoft Office and Google, experience with school databases, and the ability to coordinate communications between teachers, families, and parish staff.

Qualifications

• Associate degree preferred or 2-year degree.
• Minimum of 2 years’ experience in an executive support role.
• Confidentiality with student, family, and teacher records.

Responsibilities

• Answer phones and provide information to callers and transfer as needed.
• Open and route mail, answer routine letters, and file documents.
• Greet visitors and direct inquiries to appropriate staff.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Schedule appointments for the principal, teachers, and prospective staff.
• Maintain school calendars and enter information into databases.
• Process payroll information and track teacher PTO, sick days, and development.
• Arrange substitutes for staff and coordinate travel for office personnel.

Skills

Microsoft Office

Google Workspace

Phone etiquette

Data entry

Education

Associate degree

Tools

FACTS SIS

Job description

OUR MISSION & MOTIVATION Guided by Christ’s teachings, students at St. Thomas Aquinas Parish School receive a robust Catholic education focused on academics, faith, and service. Supported by our school and parish communities, Catholic values are instilled in everything we do, for today’s scholars are tomorrow's saints.

JOB SUMMARY:

The school secretary must provide high-level support by performing routine administrative functions such as collecting attendance records, receiving visitors, proving information to callers, arranging substitute teachers, scheduling meetings and events, handling information requests, ordering curriculum and using various databases.

PRIMARY RESPONSIBILITIES include but are not limited to:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate people according to their needs.
• Proficiency in using Microsoft Office Suite and Google.
• Operate office equipment, such as copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Learn to operate new office technologies as they are developed and implemented.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with teachers, parents, and other organizations.
• Schedule and confirm appointments for principal, teachers and perspective employees.
• Maintain scheduling and event calendars for the school.
• Create, maintain, and enter information into databases.
• Complete forms in accordance with school, parish, and diocesan policies.
• Manage application and enrollment including touring perspective families.
• Conduct searches to find needed information, using such sources as the Internet.
• Review work done by others to check for correct spelling and grammar and recommend revisions.
• Train and assist staff with computer usage.
• Order and dispense supplies.
• Provide services to teachers for books, curriculum and supply orders
• Arrange travel reservations for office personnel, teachers and classes.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
• Manage projects and work well with other groups in the school.
• Mail newsletters, promotional material, or other information.
• Coordinate and direct office services, such as records, departmental finances, and housekeeping, to aid teachers and students.
• Process payroll information such as collecting timesheets, substitute timesheets, part-time employee timesheets and tracking the teacher PTO, sick days, and professional development.
• Arranging for substitutes for staff members who are absent.
• Thinking creatively to improve operations and workflow.
• Assisting and caring for others: students who do not feel well, have been injured, etc.

Requirements

• Associate’s degree or other 2-year degree preferred.
• Minimum of 2 years’ experience in an executive support role.
• Confidentiality with student, family, and teacher records.
• Virtus Training for a Safe Environment and a background check.
• CPR and AED certification.
• Familiar with FACTS Student Information System or similar database.
• Church Familiarity: Knowledge of Catholic Church organization is required. Parish ministry experience and being a practicing Catholic are highly preferred.
• Traits: Positive and professional demeanor, strong organizational skills, flexibility, exceptional communication and enjoy working with students.

Governing employment with the Diocese or with parishes, schools, and agencies of the Diocese