School Administration Secretary

HOLY ANGELS ACADEMY

Louisville, KY  |  haalou.org

School Administration Secretary – Job Description

About Holy Angels Academy:

Holy Angels is a private, independent co-ed Catholic school serving students from 3-year-old Pre-Kindergarten through Grade Twelve. Holy Angels enjoys full accreditation with the National Association of Private, Catholic and Independent Schools (NAPCIS). Our mission is to educate and form our youth by the means of Catholic schooling in the classical tradition, to prepare them to lead holy and honorable lives for God and country and thus attain the end for which they were created, that is, eternal happiness with God.

Secretary Purpose:

The School Administration Secretary, under the general supervision of the Headmaster, performs a variety of clerical tasks requiring detailed knowledge of school procedures and policies; supports Headmaster with routine administrative and clerical details; maintains student and family demographic data, attendance records, academic records, and acts as liaison between Headmaster with staff, students, parents and community.

Responsibilities:

• Greets all incoming visitors for the purpose of welcoming and assisting them.
• Answers incoming telephone calls and serves as receptionist.
• Maintains daily attendance records.
• Assists school personnel for the purpose of supporting them in the completion of their work duties.
• Collects and tracks fees, tuition, and other funds for the purpose of ensuring the accuracy and timely completion of transactions.
• Processes invoices for payment with consultation and approval of the Headmaster.
• Maintains financial records.
• Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Greets ill and injured students and takes appropriate action, per policy and direction of administration.
• Maintains inventory of students medications (prescription and nonprescription), inventory of first aid supplies, and the security of those supplies.
• Maintains health records and ensures all students are in compliance with regulations.
• Sets up and maintains all permanent files – current students, alumni, and educational.  Regularly reviews educational files to ensure updated, complete filing.
• Assists in fire and disaster drills and complete reporting to the appropriate regulators.
• Provides administrative/secretarial support to the school’s administration.
• Performs all school mailings; incoming and outgoing.
• Responsible, in consultation with the faculty and headmaster, for ordering school supplies and materials including but not limited to janitorial supplies, textbooks, workbooks, and testing material.
• Responsible for other duties assigned by the administration.

Qualifications:

• Passionately Catholic and in full communion with the Magisterium of the Church and the mission of Holy Angels Academy.
• Ability to interact positively with visitors and  with pupils and maintain effective working relationships with administrators, teachers, parents, and other staff members.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and Google G Suite applications.
• Ability to manage time well, multitask, and practice flexibility as days will consist of managing multiple projects at once and can include frequent interruptions.

To apply: Email resume and cover letter to mike.swearingen@holyangelslouisville.com

Questions? Call Mike Swearingen at 502 254 9440