Middle/High School Activities Secretary/Office Assistant

Activities Secretary & Office Assistant -

Job Description South Hamilton Community School District Purpose:

To support the High School Office Manager and Activities Director in a professional manner ensuring office efficiency, accountability, and excellent customer service.

Reports to:

High School Principal and Activities Director Desired Qualifications:

2 years of office experience, preferably in an educational setting

Skills:

Excellent organizational and time-management skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to multitask and prioritize effectively in a dynamic environment. Attention to detail and a high level of accuracy. Strong interpersonal skills and the ability to work collaboratively with diverse groups.

Hours:

Full-time during the school year (7:45 a.m. - 3:45 p.m.) and part-time during the summer (16-24 hours per week as needed).

Key Responsibilities:

Office Manager Support:

Assist in phone calls, emails, and other communications, prioritizing urgent matters. Manage high school orders, checking and verifying items with purchase orders, and maintaining proper documentation for the business office. Maintain the office calendar, scheduling meetings, appointments, and events. Create paperwork for school minor permits, maintain a list of students with school permits, and communicate with local law enforcement. Prepare and edit correspondence, reports, and presentations. Organize and maintain general files, personnel files, records, and documentation for easy retrieval. Collect, organize, and format pertinent data as needed.

District Office Support:

Coordinate facility rentals, collect forms, update the calendar, and communicate with renters. Maintain the online system for door access and key fobs. Verify homeschool printing requests and complete orders. Coordinate the district paper order with AEA in December and May.

Activities Director Support:

Prepare and edit correspondence for the activities department. Maintain and publish the event calendar. Assist the Activities Director with maintaining Bound. Coordinate the collection and reporting of athletic physicals, concussion forms, and other required documentation, and communicate with coaches on eligibility. Assist with special projects and initiatives led by the Activities Director. Prepare ticket reconciliation forms, concession forms, and manage cash boxes for district events. Keep records of cash box usage and verify amounts upon return. Create deposit tickets for accounting and bank slips for each event. Print officiating contracts, collect them after events, and submit them for payment. Assist with creating purchase orders and ordering supplies for equipment and concession stands. Verify and document received athletic equipment and supplies.

Confidentiality and Professionalism:

Handle sensitive information with the utmost confidentiality and discretion. Uphold a high standard of professionalism in all interactions. Other Duties as Assigned Perform other duties as required by the High School Principal and Activities Director.

EVALUATION

Performance of this job will be evaluated in accordance with provision of the board's policy on evaluation of classified staff.

Job Type:

Full-time Pay:

$17.00 - $19.00 per hour

Benefits:

Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person