Secretary - High School

Bishop Montgomery High School is a Catholic, college-preparatory secondary school based out of 5430 Torrance Blvd, Torrance, California, United States.

The Secretary will play a critical role in the daily operations of the school. The position is responsible for providing administrative support to the schools leadership and staff, managing communications, maintaining student and staff records, and ensuring smooth office operations. The ideal candidate will be organized, detail-oriented, and possess strong communication skills, while also contributing to a positive school environment.

Key Responsibilities:

1. Administrative Support:

   • Answer phone calls, take messages, and direct inquiries to appropriate staff members.
   • Manage appointments, meetings, and schedules for school leadership.
   • Handle incoming and outgoing correspondence, including emails, faxes, and mail.
   • Prepare, proofread, and format documents and reports as requested by school leadership.

2. Student and Staff Records Management:

   • Maintain student records, attendance, and other documentation in compliance with school policies and regulations.
   • Assist with the preparation of student reports and records for parent-teacher conferences, as needed.
   • Ensure that staff records, including timesheets and leave requests, are accurately maintained.

3. Communication and Coordination:

   • Serve as the primary point of contact for parents, staff, and visitors.

   • Coordinate communication between the administration, teachers, parents, and students.
   • Assist in the organization and communication of school events, activities, and programs.

4. Front Office Management:

   • Greet visitors and parents, providing them with the necessary assistance or directing them to the correct department.

   • Maintain an organized and welcoming front office environment.

   • Order and maintain office supplies and materials as needed.

5. Data Entry & Reporting:

   • Input and update student attendance data, grades, and other academic information.

   • Prepare reports for school leadership and ensure data accuracy.

6. Confidentiality and Compliance:

   • Maintain strict confidentiality concerning student and staff information.
   • Ensure compliance with school policies and legal regulations regarding student data and school operations.

7. General School Support:

• Assist with school-wide events, meetings, and initiatives.

• Support teachers and staff with administrative tasks as needed.

Requirements:

• Education: High School diploma or equivalent. A degree or certification in office administration or a related field is a plus.
• Experience: Minimum of 1-2 years of administrative or clerical experience, preferably in a school setting.

• Skills:

  • Strong organizational and multitasking abilities.

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

  • Excellent communication skills, both written and verbal.

  • Ability to handle confidential information with integrity.

  • Attention to detail and ability to prioritize tasks.

• Interpersonal Skills: Friendly, approachable, and professional demeanor when interacting with students, staff, and parents.
• Time Management: Ability to work efficiently and meet deadlines in a fast-paced environment.
• Flexibility: Willingness to adapt to changes in the schools needs and priorities.

Preferred Qualifications:

• Experience working in a school or educational environment.

• Familiarity with school management software and student information systems (e.g., PowerSchool, Skyward).

• Basic knowledge of school policies and administrative procedures.