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:
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2 years of office experience, preferably in an educational setting
Skills:
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Excellent organizational and time-management skills.
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Strong written and verbal communication abilities.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
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Ability to multitask and prioritize effectively in a dynamic environment.
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Attention to detail and a high level of accuracy.
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Strong interpersonal skills and the ability to work collaboratively with diverse groups.
Hours:
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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:
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Office Manager Support:
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Assist in phone calls, emails, and other communications, prioritizing urgent matters.
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Manage high school orders, checking and verifying items with purchase orders, and maintaining proper documentation for the business office.
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Maintain the office calendar, scheduling meetings, appointments, and events.
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Create paperwork for school minor permits, maintain a list of students with school permits, and communicate with local law enforcement.
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Prepare and edit correspondence, reports, and presentations.
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Organize and maintain general files, personnel files, records, and documentation for easy retrieval.
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Collect, organize, and format pertinent data as needed.
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District Office Support:
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Coordinate facility rentals, collect forms, update the calendar, and communicate with renters.
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Maintain the online system for door access and key fobs.
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Verify homeschool printing requests and complete orders.
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Coordinate the district paper order with AEA in December and May.
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Activities Director Support:
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Prepare and edit correspondence for the activities department.
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Maintain and publish the event calendar.
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Assist the Activities Director with maintaining Bound.
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Coordinate the collection and reporting of athletic physicals, concussion forms, and other required documentation, and communicate with coaches on eligibility.
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Assist with special projects and initiatives led by the Activities Director.
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Prepare ticket reconciliation forms, concession forms, and manage cash boxes for district events.
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Keep records of cash box usage and verify amounts upon return.
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Create deposit tickets for accounting and bank slips for each event.
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Print officiating contracts, collect them after events, and submit them for payment.
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Assist with creating purchase orders and ordering supplies for equipment and concession stands.
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Verify and document received athletic equipment and supplies.
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Confidentiality and Professionalism:
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Handle sensitive information with the utmost confidentiality and discretion.
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Uphold a high standard of professionalism in all interactions.
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Other Duties as Assigned
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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.
