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Registrar/Guidance Office Secretary
Powers Catholic High School in Flint is seeking a full-time Registrar/Guidance Office Secretary. This is a non-exempt position that reports to the principal.
Position Summary:
The High School Counseling Secretary serves as a welcoming and supportive presence for students, families, and staff. Through strong organizational and interpersonal skills, this individual supports the ministry of the principal and the mission of the school. The Counseling Secretary plays a vital role in ensuring the smooth operation of the counseling office and supporting the academic, social emotional, and college and career readiness needs of students.
Principal Duties and Responsibilities
Counseling Office Support
- Serve as the first point of contact for students, parents, and staff seeking assistance from the counseling office.
- Schedule student appointments with counselors and maintain accurate calendars.
- Provide information and assistance requiring knowledge of school policies, procedures, and counseling department functions.
- Assist in preparing, organizing, and distributing counseling materials such as newsletters, forms, and academic planning resources.
- Support coordination of counseling events, including college visits, testing days, fall & senior honors, workshops, and parent information nights.
- Maintain confidentiality of all communications, records, and student information.
- Maintain student records. Process record and transcript requests.
- Manage our schools’ NCAA approved course list.
Administrative & Clerical Responsibilities
- Establish and maintain immunization records within the Michigan Care Improvement Registry (MCIR) and provide required reports to the health department.
- Establish and maintain filing systems and databases, including student attendance, demographic information, counseling records and diocesan testing.
- Process forms, applications, documents, and records in support of school and counseling programs.
- Prepare and type letters, memoranda, reports, handbooks, questionnaires, and other documents with minimal direction.
- Receive, sort, and distribute incoming mail.
- Create/run reports (AdminPlus/Excel) for administration and staff as requested.
- Romine – Create and provide all reporting requirements to Madison Academy for pupil accounting.
- Order and maintain office supplies.
- Operate and coordinate maintenance for office equipment such as computers, printers, phones, and scanners.
- Attend meetings as assigned; record, transcribe, and distribute minutes when directed.
- Jostens liaison for ordering diplomas and other graduation items.
- Perform other duties as assigned by the counseling department or principal.
Family & Community Interaction
- Assist parents with registration materials and provide brief orientations to new students and families.
- Greet and assist visitors to the office and help control access to the building.
- Collaborate with school staff to support student needs and promote a positive school climate.
Knowledge, Skills, and Abilities
Education
- High school diploma required; additional coursework in office administration preferred.
Experience
- Minimum of two years of progressively responsible secretarial or clerical experience, preferably in a school setting.
Requirements
- Ability to type at least 45 w.p.m. accurately.
- Proficiency in Microsoft Office; experience with Google Workspace preferred.
- Strong organizational skills and the ability to multitask in a fast‑paced environment.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong interpersonal skills and a commitment to exceptional customer service.
- Ability to work independently and collaboratively.
Physical Demands
- Ability to sit for extended periods, perform repetitive hand motions, and answer telephones.
- Some standing, stooping, and bending required for filing and office tasks.
- Must be able to lift up to 40 lbs.
- Must be able to work onsite Monday through Friday.
- (If applicable) Must be able to climb stairs in buildings without elevators.
The above statements describe the general nature and level of work performed in this position. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required.
To apply, please submit a cover letter and resume to the online application.
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