Substitute Secretary

Archdiocese of St. Louis; St. Louis (MO); On-site; USD 32,000 - 42,000; Full time

Job summary

The Archdiocese of St. Louis seeks a Substitute Secretary to greet students, parents, and visitors, and provide administrative support to the school office and principal.

You will maintain student records, coordinate communications, assist with attendance and enrollment, and help prepare newsletters and forms, all while upholding Catholic education values.

This role emphasizes professionalism, discretion, and compassion in daily operations and interactions within the school community.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative, office, or customer service roles.
• Experience in a school or Catholic education setting preferred.
• Ability to maintain confidentiality.

Responsibilities

• Serve as the primary point of contact for students, parents, visitors, and callers.
• Answer calls, greet visitors, respond to inquiries, and provide front-desk support.
• Assist with student attendance, arrivals, departures, and check-in procedures.
• Prepare correspondence, newsletters, and school materials.
• Maintain student records and enrollment/recordkeeping.
• Support calendars, meetings, and office communications.

Skills

Communication skills

Organizational skills

Customer service

MS Office

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Student information systems

Job description

The Archdiocese of St. Louis strives to teach and share our faith, serve others, and foster unity throughout the St. Louis area. Once a part of Kenrick-Glennon Seminary's campus, the Cardinal Rigali Center in Shrewsbury, MO is today the headquarters and curia (governing body) for the Archdiocese of St. Louis.

Job Summary

The Substitute Secretary serves as the welcoming face and voice of the school, providing exceptional hospitality and administrative support to students, parents, faculty, staff, visitors, and volunteers. This position is responsible for supporting the daily operations of the school office, maintaining student records, coordinating communications, and assisting the principal and school staff with administrative functions. The School Secretary is expected to conduct all responsibilities with professionalism, discretion, compassion, and a commitment to the mission of Catholic education.

Job Responsibilities

Reception and Office Support

• Serve as the primary point of contact for students, parents, visitors, and callers.
• Answer and direct telephone calls, greet visitors, and respond to general inquiries.
• Provide administrative support to the principal, faculty, and school staff.
• Assist with student attendance, arrivals, departures, and visitor check-in procedures.

Administrative Responsibilities

• Maintain student records and other school files in accordance with Archdiocesan policies.
• Assist with student enrollment, registration, and recordkeeping.
• Coordinate school calendars, meetings, and office communications.
• Prepare and distribute correspondence, forms, newsletters, and other school materials.
• Perform general office duties including data entry, filing, copying, scanning, mailing, and ordering office supplies.
• Support school events and other administrative projects as assigned.

Job Requirements

Education and Experience

• High school diploma or equivalent required.
• Previous administrative, office, or customer service experience required.
• Experience in a school or Catholic education setting preferred.

Knowledge, Skills, and Abilities

• Strong communication, organizational, and customer service skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to maintain confidentiality regarding students, families, staff, and school business.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience with student information systems or school management software is preferred.
• Commitment to the mission and values of Catholic education.

The Archdiocese of St. Louis is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion, gender, national origin, age, marital, parental, veteran or disability status.

Pre-Employment Screening

All candidates receiving an employment offer must submit a pre-employment screening. The screening will include criminal background check, Family Care Safety Registration, drug screen, employment and educational licensure/certification verification, health screening, and any other screenings deemed necessary for employment. Any offer would be contingent upon successful completion of any required screening.