School Secretary - St Thomas Apostle - Vicariate VI

School Secretary
- St Thomas the Apostle
- Vicariate VI

The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 154 elementary and high schools in Cook and Lake counties. It is one of the largest private
school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

St. Thomas the Apostle School is a Catholic elementary school within the Archdiocese of Chicago, located in Chicago’s Hyde Park neighborhood. The school’s mission is to lead, challenge, and encourage God’s children—through extraordinary diversity—to grow in faith, knowledge, and a commitment to service.

• Serve as the first point of contact for the school by answering phone calls promptly and professionally, taking accurate messages, responding to school correspondence in a timely manner, and directing communications to the appropriate staff member.
• Open, sort, and screen incoming mail; prepare, address, and process outgoing mail; and ensure daily mail distribution to the appropriate mailboxes in a timely manner.
• Screen requests and coordinate appointments with the Principal and Assistant Principal. Communicate school incidents, concerns, and urgent needs to school leadership promptly and appropriately.
• Foster positive and welcoming interactions with parents, students, faculty, and visitors by maintaining professional office standards and addressing visitor questions or concerns courteously and efficiently.
• Assist the Principal, Assistant Principal, and Administrative Assistant with drafting, preparing, and distributing school communications and correspondence.
• Monitor, prioritize, and respond to email communications regularly and professionally, ensuring timely follow-up and accurate distribution of information to appropriate staff members.

• Ensure a welcoming and professional experience for prospective and current families.

• Collect, organize, andmaintainstudent attendance documentation; accurately enter daily attendance records into Power School; and distribute attendance notes and related materials to the appropriate staffmembersin a timely manner.
• Update student contact changes on Power School when required
• Prepare and maintain the weekly teacher and staff sign-in binder, ensuring all records are complete, accurate, and properly documented.
• Track and maintain accurate records of faculty and staff sick leave, bereavement leave, and personal days, and complete annual attendance reports for all school personnel.
• Maintain and update student and family information in Power School and School Messenger. Serve as the primary point of contact for families and students regarding questions, concerns, and support related to Power School.

• Design and maintain monthly classroom and office attendance forms that include updated student rosters for each class. Distribute forms to teachers monthly and revise records promptly when new students enroll.
• Collect, organize, and maintain staff emergency contact information through secure Google Forms systems.
• Set up and manage teachers purchasing accounts for school supply ordering through School Specialty. Review textbooks, workbook, and classroom supply orders with school administration and submit approved orders to vendors throughout the school year.
• Maintainaccurateand up-to-date class rosters and promptly distribute revised class lists to teachers and staff as enrollment changes occur.
• Coordinate the ordering and preparation of graduation materials, including diplomas, caps and gowns, ribbons, awards, and transportation arrangements for the 8th-grade trips.
• Manage classroom supply and textbook…