The School Secretary at St. John Paul II plays a crucial role in the efficient operation of our school’s administrative functions and serves as the primary bilingual liaison to our families. The roles and responsibilities will vary by season depending on the specific needs of the school, but typically include the following:

• Front Desk Operations: Serving as the first point of contact for visitors, parents, and students who enter the school office. Greet guests, answer phone calls, and responding to inquiries in a professional and welcoming manner.
• Student Records Management: Maintaining accurate and up-to-date student records, including enrollment forms, attendance records, and academic transcripts. Ensuring compliance with relevant privacy laws, such as the Family Educational Rights and Privacy Act (FERPA).
• Communications: Assisting with the dissemination of information to parents, students, and staff members. This may involve preparing newsletters, updating the school website, and sending out announcements via email or other communication channels.
• Procurement and Supply Inventory: Monitoring and ordering office supplies, textbooks, and other materials as needed. Keeping track of inventory levels and ensuring that essential items are always available.
• Financial Management: Assisting with financial tasks such as processing payments, managing petty cash, and maintaining budget records in collaboration with Ascension Catholic Academy’s finance department as needed.
• Scheduling and Event Coordination: Managing the school’s calendar of events, including parent-teacher conferences, school assemblies, and extracurricular activities. Coordinating logistics such as room reservations, equipment setup, and attendee communication.
• Clerical Tasks: Performing various clerical duties such as typing correspondence, filing documents, and photocopying materials. Maintaining organized filing systems both in physical and digital formats.
• Health and Safety Compliance: Assisting with health and safety protocols within the school, such as maintaining emergency contact information, coordinating drills, and ensuring compliance with relevant regulations.
• Administrative Support: Provide administrative support to the school’s principal, assistant principal, and other administrative staff members.
• Other Duties as Assigned: Taking on additional responsibilities as needed to support the smooth functioning of the school’s administrative operations.

In addition to these specific responsibilities, a school secretary is expected to demonstrate strong interpersonal skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. They should also have proficiency in office software applications such as word processing, spreadsheet management, and email communication.

QUALIFICATIONS

• Successfully complete a background check
• Ability and willingness to actively participate in faculty meetings and learning teams, practice Ascension Catholic Academy guiding principles, and work without supervision
• Abide by all conditions of the employee handbook
• Willingness to learn and implement new educational strategies, manage and maintain a classroom of students effectively, and take direction from the principal and assistant principal as well as effectively complete new programs, processes, and procedures as directed
• Plan, organize, and meet expectations and deadlines
• Ability to work effectively with adults positively and maintain collegial atmosphere in and out of the classroom
• Keep information confidential; maintain integrity and honesty, informing supervisors and HR as appropriate

PHYSICAL REQUIREMENTS:

• Ability to work a full-time schedule of 40+ hours per week, including attendance at required school events (graduation, holiday programs, and other activities as determined by administration)
• Sustained mobility to move throughout classroom and school environments for extended periods
• Ability to lift up to 25 pounds and perform physical tasks required in an educational setting
• Full sensory capabilities including ability to speak clearly, see, hear, and respond effectively to students, staff, and administrators at all times
• Ability to fulfill all commitments of the educational program throughout the school year
  Reasonable accommodations will be provided for qualified individuals with documented disabilities in accordance with the Americans with Disabilities Act and Minnesota Human Rights Act.

APPLICATION INSTRUCTIONS:

Interested candidates can easily apply for this position through our online application portal. To begin the process, simply click on this hyperlink or copy and paste the link into your web browser, https://aca.schoolspring.com?jobid=5060186 which will redirect you to our SchoolSpring applicant system. Once there, you will see the job description, click “Apply Now” and you’ll be able to create a school spring profile and submit your application through the secure portal.
Job Type: Full-time
Pay: From $23.00 per hour
Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In perso

• Front Desk Operations: Serving as the first point of contact for visitors, parents, and students who enter the school office. Greet guests, answer phone calls, and responding to inquiries in a professional and welcoming manner.
• Student Records Management: Maintaining accurate and up-to-date student records, including enrollment forms, attendance records, and academic transcripts. Ensuring compliance with relevant privacy laws, such as the Family Educational Rights and Privacy Act (FERPA).
• Communications: Assisting with the dissemination of information to parents, students, and staff members. This may involve preparing newsletters, updating the school website, and sending out announcements via email or other communication channels.
• Procurement and Supply Inventory: Monitoring and ordering office supplies, textbooks, and other materials as needed. Keeping track of inventory levels and ensuring that essential items are always available.
• Financial Management: Assisting with financial tasks such as processing payments, managing petty cash, and maintaining budget records in collaboration with Ascension Catholic Academy’s finance department as needed.
• Scheduling and Event Coordination: Managing the school’s calendar of events, including parent-teacher conferences, school assemblies, and extracurricular activities. Coordinating logistics such as room reservations, equipment setup, and attendee communication.
• Clerical Tasks: Performing various clerical duties such as typing correspondence, filing documents, and photocopying materials. Maintaining organized filing systems both in physical and digital formats.
• Health and Safety Compliance: Assisting with health and safety protocols within the school, such as maintaining emergency contact information, coordinating drills, and ensuring compliance with relevant regulations.
• Administrative Support: Provide administrative support to the school’s principal, assistant principal, and other administrative staff members.
• Other Duties as Assigned: Taking on additional responsibilities as needed to support the smooth functioning of the school’s administrative operations