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.

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Activities Secretary & Office Assistant