Administrative Secretary, St. Laurentius School, Philadelphia South

St. Laurentius Elementary School

Job Title:

Administrative Secretary to the Principal

Job Status:
Permanent/Full Time

Contact:
Mrs. Concetta Quinn, Principal

E-Mail: cquinn

The Administrative Secretary to the School Principal is an individual hired by the pastor after consultation with the school principal and vice principal. The administrative secretary is a twelve-month, full-time, employee of the school and is entitled to the employee benefits provided to full-time employees of St. Laurentius School. The administrative secretary is directly responsible to the school principal for the performance of the responsibilities listed below.

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 school employees are expected to share a personal commitment to the vision and mission of the Church and to the specific mission and pastoral plan of St. Laurentius School. 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 Student Information System (FACTS).

The administrative secretary is a twelve-month position, including the summer months. The administrative secretary is expected to work on site in the school office five days a week, 7:15 AM-3:15 PM during the school year on open school days.

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:

• to maintain a high degree of personal decorum, confidentiality and professionalism in attire, disposition and interaction with others.
• to work in cooperation with the principal, teaching faculty, and other members of the parish school staff in the daily operations of the school.
• 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 school office.
• to maintain a sufficient familiarity with school and parish personnel and activities to handle ordinary inquiries and to direct callers to the appropriate sources for further information as needed.
• to process student application and registration information and to regularly update student census records, permanent record cards, and related materials and to provide needed database reports to principal
• to assist the principal in the scheduling of meetings for school committees & organizations.
• to assist the principal with practical arrangements for regular activities and special events involving the faculty, staff, and student body throughout the year.
• 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, and to collaborate with the business office regarding tuition management and billing through FACTS
• to handle routine operations and maintenance calls for the office copier, computer printer, elevator, etc.
• to work together with the principal and school staff in maintaining an inventory of and coordinating the ordering of general office supplies, related materials, and book orders for use by staff and students
• to attend to those students visiting the office in the absence of the school nurse
• 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.
• 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.