What are the responsibilities and job description for the School Administrative Assistant-Secretary position at Diocese of Harrisburg?
Position Type :
Secretarial / Clerical / Secretary
Date Posted : 2 / 10 / 2025
Location :
St. John the Baptist School
Job Description
School Secretary or School Administrative Assistant
Full-Time starting summer 2025
City & State : New Freedom, PA
School : St. John the Baptist Catholic School
FLSA Status : Non-exempt
Position Description
A school secretary works in the administrative office of an elementary school, middle school, or high school, and is responsible for performing daily clerical work. The job description of a school secretary involves interacting with students and parents, tracking attendance records, mailing school forms, and managing the school calendar.
A school secretary answers the office phone and transfers calls as necessary, maintains student records, completes all registrations, welcomes school visitors, helps with student and teacher computer issues and handles any day-to-day clerical needs required by the school.
Essential Duties and Responsibilities of a School Secretary
Answer telephone and addresses caller questions and concerns.
Transfers calls to proper individual and / or department as needed.
Mails student report cards, school brochures, and other necessary forms.
Welcomes visitors to the school and provides directions around the building as needed.
Types up and contributes to school bulletin or newsletter.
Assists in designing and drawing up promotional and informational materials for parents.
Provides students with tardy slips.
Maintains records of student absences.
Accepts and processes tuition and school lunch payments from parents.
Sorts and distributes mail delivered to school office.
Contacts parents in the event of student illness or behavioral issues.
Maintains student records and files.
Uses computer database to update student information and registrations daily
Manages and updates school calendar.
Provides administrative support to principal or other upper level administrator as needed.
Takes dictation and transcribes documents.
Attends office meetings and takes minutes.
Helps problem solve computer problems with teacher laptops or student chromebooks.
Contacts the diocese when there are internet issues
Maintains records for elementary and preschool students
Helps conduct monthy safety drills
Required Knowledge, Skills and Abilities
Demonstrates strong interpersonal skills.
Maintains professional and friendly demeanor.
Possesses excellent organizational skills.
Is capable of managing time efficiently.
Demonstrate ability to multi-task effectively.
Works well with a variety of students, administrators, and parents.
Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
Possesses abover averaget computer skills and knowledge of word processing programs..
Demonstrates ability to think creatively.
Demonstrates strong writing and editing abilities.
Possesses excellent telephone etiquette.
Communicates clearly and effectively.
Is capable of handling confidential student records in a responsible fashion.
Demonstrates familiarity with basic office equipment such as multi-line phones, and copiers.
Education and Experience
High school diploma, GED, or equivalent is required.
Preferably have 2 years of experience in a similar position.
Computer and Database knowledge is a must.
Work Environment
The majority of working hours will be spent in an office setting.
Light physical activity such as walking and standing, is required on a daily basis.
Some local travel to complete office errands may be required.
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