Diocese of Wichita is hiring: School Secretary - Holy Name, Coffeyville in Wichi

Position Type:
Secretarial/Clerical

Date Posted:
11/7/2025

Location:
Holy Name Catholic School - Coffeyville
(High-Needs School)
School Administrative Assistant

Position Purpose
Under the direct supervision of the principal, to provide clerical, secretarial and administrative assistance to school administrator at Holy Name, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees. Due to the population of our school, Spanish fluency is preferred.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, parents and/or students regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the parish's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitutes teachers, and others.
• Manage incoming phone calls, emails, and mail; route messages and correspondence appropriately.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Assists in registering new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Assist the principal with scheduling appointments, meetings, and maintaining calendars.
• Serve Breakfast and Lunch, and coordinate receptions for guests (Grandparents Day, Veteran's Day, etc. as needed)
• Administer basic first aid and medication in accordance with school policy.
• Support families with registration materials and orientation information.
• Coordinate building maintenance and service requests as needed by informing the maintenance technician of needs as they arise

Additional Duties
PowerSchool Data Entry
1. Maintain basic data in PowerSchool (e.g. updating addresses, phone numbers, etc.)
2. Work with PowerSchool experts for uploading data by creating standard spreadsheets of information

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone. Maintain printers (replace cartriges, order supplies, etc.)

Travel Requirements
Limited travel to and from meetings may be required.
Faculty and Staff Support

• Provide clerical assistance to teachers (copying, forms, record-keeping, communication).
• Assist in organizing school events, liturgies, assemblies, and programs.
• Maintain confidentiality in all personnel and student matters.
• Support substitute teacher placement and classroom coverage coordination.

Financial and Administrative Support

• Assist with tuition collection, fundraising deposits, and petty cash management.
• Maintain accurate records for ordering, billing, and purchasing.
• Support bookkeeping functions in collaboration with the principal and parish finance office.

School Communication and Marketing

• Update school website, social media, and public-facing communication as directed.
• Help prepare flyers, newsletters, and promotional materials.
• Assist in coordinating outreach and community events that support enrollment and Catholic identity.

Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
Typical qualifications would be equivalent to:

• Graduation from high school. Associate's or Bachelor's preferred, but not necessary
• Some Shorthand or speed writing skills desirable.
• Keyboarding skills
• Successful experience with office management preferred.

FLSA Status: Non-exempt