Job Description

School Office Secretary Employment Opportunity

St. Fabian Catholic School is seeking a welcoming, organized, and dependable School Office Secretary to join our team in a part-time role as our elementary school continues to grow. This key front-office position supports students, families, staff, and school leadership while helping the school office operate smoothly each day.

Position Overview

The School Office Secretary is often one of the first points of contact for students, parents, visitors, and the wider St. Fabian community. The position provides administrative support to the Principal, Assistant Principal, and School Office Manager and works closely with the School Office Manager, Advancement and Development Offices to carry out assigned duties and support the efficient day-to-day operation of the school office.

Key Responsibilities

• Welcome and assist students, parents, visitors, and staff in the school office.
• Answer and direct incoming telephone calls, respond to general inquiries, and monitor school door access and visitor entry.
• Assist students who report to the office for late arrival, early dismissal, illness, or other needs.
• Maintain accurate student attendance records, including absences, tardies, and early dismissals, and maintain attendance records for school faculty and staff.
• Establish and maintain student records, including CA-60 files, and transfer records appropriately when students leave or graduate.
• Prepare and submit required annual reports for the Archdiocese of Detroit, State of Michigan, County, Health Department, and other agencies as required.
• Assist with school reimbursements, supporting documentation, and related administrative processes.
• Learn and perform assigned responsibilities in FACTS Tuition Management, including tuition-related records, account maintenance, and processes.
• Work closely with the School Office Manager and provide administrative support to the Principal and Assistant Principal, including special projects and duties as assigned.
• Collaborate with the Parent Teacher Group and Auction Committee, providing administrative and organizational support as needed.
• Assist with coordination and communication related to CYO athletics and the YCare after-school program.
• Plan and organize staff events, celebrations, and other school activities.
• Maintain student and family information with a high degree of confidentiality and professionalism.
• Assist with school communications, records, forms, mailings, filing, and other general office responsibilities.
• Help ensure the school office remains organized, welcoming, responsive, and supportive of students and families.
• Perform other duties as assigned in support of the school's operations and mission, to include support for Advancement and Development.

Qualifications

• Friendly, professional, and comfortable working with children and families.
• Ability to maintain confidentiality over all matters presented.
• Highly organized, detail-oriented, and able to manage multiple priorities in a busy school office.
• Dependable and able to work effectively as part of a collaborative administrative team.
• Comfortable learning new technology and software, including FACTS, and proficient with email, Microsoft Office, Excel, Google docs and standard office technology.
• Able to communicate clearly and professionally by telephone, email, and in person.
• Discreet and trustworthy when handling confidential student, family, personnel, and financial information.
• Able to work independently while taking direction and collaborating closely with school leadership and the School Office Manager.
• Work to advance the mission and values of St. Fabian Catholic School and Catholic education.

About St. Fabian Catholic School

St. Fabian Catholic School is a growing Catholic elementary school committed to an excellent academic experience within a welcoming, faith-filled community. Our faculty and staff work together to support the academic, spiritual, and personal development of every student. We are looking for someone who enjoys working with people, takes pride in helping an organization run smoothly, and wants to become an important part of the St. Fabian School community.

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