Job Details

Reports To: Director of Teaching & Learning

FLSA Status: Non-exempt

Work Schedule: Part-Time - 3 days per week (24 hours)

Starting Date: As soon as onboarding is complete

Pay Scale: Commensurate with experience and training ($18.50/hr base)  

JOB SUMMARY:

Hamilton Community Schools is looking for a collaborative and detail-oriented District Administrative Secretary to join our Administration Office Team. This position plays a key role in supporting smooth day-to-day operations, with a primary focus on Teaching & Learning while also assisting other departments as needed.

We are seeking someone who brings strong organizational skills, clear and professional communication, and confidence with technology and office management. The right candidate will enjoy working in a fast-paced educational setting and will provide outstanding service to students, families, and staff.

If you are motivated by making a positive difference in the lives of others and thrive on being part of a supportive team, we would love to hear from you!

LOCATION: Hamilton Administration Building

ESSENTIAL FUNCTIONS OF THE JOB:

The following are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.

Administrative & Office Support:

• Manage the daily operations of the Teaching & Learning department, including assisting staff, administrators, and community members in a professional and welcoming manner.

• Serve as the primary administrative support to the Director of Teaching & Learning.

• Coordinate appointments, meetings, and building schedules for the Director of Teaching & Learning.

• Prepare correspondence, reports, presentations, and other documents as assigned.

• Work with the Director of Teaching & Learning to order, track, and deliver curricular resources.  

• Maintain accurate student and staff records, ensuring confidentiality at all times.

• Process attendance and student enrollment/withdrawal documentation in collaboration with district pupil accounting requirements.

• Communicate effectively with staff regarding building events, policies, and procedures.

• Support the coordination of professional development events.

• Maintain office supplies, building keys, and other essential resources to support efficient building operations.

Data & Record Management:

• Utilize the district’s Student Information System (PowerSchool) for attendance, scheduling, and record-keeping.

• Assist with data entry, reporting, and preparation of district-level and building-level reports as requested by administration.

• Support accurate submission of pupil data.

• Order materials and accurately maintain accounts with the help of the Director of Teaching & Learning. 

Collaboration & Building Support:

• Serve as a key point of contact for administrators and staff and act as a liaison between administrators, teachers, and district departments.

• Provide guidance and assistance to other office staff as needed.

   

Other functions of the job include but are not limited to the following:

• Promptly return phone calls and emails to ensure excellent customer service.

• Comply with all district policies and maintain a positive, professional representation of the school.

• Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

• High School diploma or equivalent.  Associate's degree or greater in Business, Technology, Education, or related field preferred.
• 3-5 years of progressively responsible office experience or an equivalent combination of education and experience (in a K-12 educational system preferred)

• Proficiency with Microsoft Office, Google Suite, and Student Information Systems (PowerSchool experience highly preferred).

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

• Excellent verbal and written communication skills.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Professional, positive, and customer-service-oriented attitude.

• Ability to work both independently and as part of a team.

• Ability to function in a fast-paced environment.
• Ability to maintain a consistent presence at the assigned work site and regular work hours.
• Excellent customer service skills.

BENEFITS:

• Sick and personal paid time off

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, hear, read, operate a computer or other devices, reach with hands or arms, and may occasionally push or lift up to 25+ lbs.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.