Secretary - HS Front Office Secretary

Secretary - HS Front Office Secretary

LOCATION: Hamilton High School

REPORTS TO: Building Principal

FLSA Status: Nonexempt

START DATE: August 3, 2026

SCHEDULE: Full-Time, School-Year

SALARY: According to Building Secretary Pay Schedule ($18.50/hour Base)

BENEFITS:

Health insurance (single-subscriber)

Life Insurance

Long-Term Disability

Cash-in-lieu option

Paid time off (holidays, personal, and sick)

JOB SUMMARY:

The High School Front Office Secretary provides confidential administrative and clerical support to the high school administrative team while serving as a primary point of contact for students, parents, staff, and visitors. This position supports daily school operations through attendance management, student records maintenance, communication coordination, and office organization to ensure efficient, professional, and student-centered front office services.

The High School Front Office Secretary plays an essential role in fostering a welcoming and organized school environment while maintaining confidentiality and compliance with district procedures, Board policy, and applicable student privacy laws.

ESSENTIAL FUNCTIONS:

Essential functions are the core responsibilities required to successfully perform this role. These duties support efficient school operations, effective communication, and accurate student recordkeeping while promoting positive interactions with students, families, staff, and community members. The High School Front Office Secretary is also responsible for other duties as assigned by the Building Principal or designee to meet the evolving needs of the district.

Front Office Operations and Customer Service

• Serve as the first point of contact for students, parents, staff, and visitors entering the high school office.
• Maintain a welcoming, professional, and student-focused office environment.
• Answer and direct incoming phone calls, emails, and other communications in a timely and professional manner.
• Provide assistance and information regarding school procedures, attendance, schedules, and general inquiries.
• Receive, sort, and distribute mail, deliveries, and office correspondence.

Attendance and Student Records

• Assist with daily attendance procedures, including monitoring attendance records, documenting absences, and communicating with families regarding attendance concerns.
• Support student and pupil accounting functions in compliance with district and state requirements.
• Maintain accurate student records, transcripts, files, and documentation for current and former students.
• Process student enrollment, withdrawal, and records requests as assigned.
• Ensure confidentiality and security of student records in accordance with FERPA, Board policy, and district expectations.

Administrative and Clerical Support

• Provide clerical and organizational support to building administrators and student services staff.
• Prepare correspondence, reports, spreadsheets, forms, and other documents using district technology systems.
• Maintain office calendars, schedules, appointments, and meeting coordination as assigned.
• Assist with data entry, record maintenance, filing systems, and document organization.
• Operate standard office equipment and technology systems effectively and efficiently.

Communication and Collaboration

• Maintain positive working relationships with students, staff, parents, and community members.
• Communicate professionally and effectively both verbally and in writing.
• Collaborate with counselors, teachers, administrators, and district staff to support student and school needs.
• Support parent and community engagement through responsive communication and customer service.

Professional Responsibilities

• Maintain confidentiality regarding students, families, personnel matters, and district operations.
• Demonstrate professionalism, dependability, flexibility, and strong organizational skills.
• Participate in district training, meetings, and professional development activities as assigned.
• Adhere to district policies, administrative guidelines, and applicable collective bargaining agreements.
• Perform other duties as assigned by the Building Principal or district administration.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge

• Knowledge of general office procedures, practices, and equipment operation.
• Knowledge of student attendance procedures and pupil accounting practices preferred.
• Knowledge of Microsoft Office Suite, Google Workspace, and other office productivity software.
• Knowledge of student information systems and database management systems (PowerSchool preferred).
• Knowledge of proper grammar, spelling, punctuation, and professional business communication practices.
• Knowledge of records management, filing systems, and data entry procedures.
• Knowledge of FERPA requirements and the importance of maintaining confidentiality of student and personnel information.
• Knowledge of district policies, administrative procedures, and school operations.
• Knowledge of customer service practices and professional office communication.
• Basic knowledge of high school operations, scheduling, and student support services preferred.

Skills

• Strong organizational and time management skills with the ability to prioritize multiple tasks and responsibilities.
• Effective verbal and written communication skills.
• Strong customer service and interpersonal skills when interacting with students, parents, staff, and community members.
• Accurate data entry, recordkeeping, and document management skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and district technology systems.
• Skill in operating standard office equipment, including multi-line phone systems, copiers, scanners, and printers.
• Strong problem-solving and decision-making skills in a fast-paced environment.
• Attention to detail and accuracy in handling confidential information and student records.
• Typing and keyboarding proficiency with strong accuracy and efficiency.

Abilities

• Ability to maintain confidentiality and exercise sound professional judgment regarding student, staff, and district information.
• Ability to establish and maintain positive and professional working relationships with students, staff, parents, and community members.
• Ability to work effectively in a fast-paced office environment while managing frequent interruptions and changing priorities.
• Ability to manage multiple tasks simultaneously while maintaining accuracy and attention to detail.
• Ability to communicate clearly, professionally, and courteously both verbally and in writing.
• Ability to work independently, take initiative, and follow through on assigned responsibilities with minimal supervision.
• Ability to problem-solve and respond appropriately to routine and unexpected situations.
• Ability to learn and effectively utilize district technology systems, student information systems, and office software.
• Ability to support a positive, organized, and student-centered school environment.
• Ability to follow district policies, procedures, and administrative direction consistently and professionally.
• Ability to maintain regular, reliable attendance and punctuality.

QUALIFICATIONS:

• High school diploma or equivalent required; post-secondary training in office administration preferred.
• Prior experience as an office secretary, preferably in an educational setting.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, hear, read, operate a computer and other office equipment, reach with hands and arms, and use repetitive hand motions for typing and data entry. The employee may occasionally be required to bend, stoop, lift, carry, or move items weighing up to 25+ pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the High School Front Office Secretary:

• Requires verbal communication and interpersonal interaction for the effective exchange of information.
• Requires close visual acuity for reading documents, computer screens, and reviewing detailed information.
• May be required to move throughout the building to support office and student needs.
• Works primarily in an indoor office and school environment with frequent interruptions and multiple competing demands.
• May occasionally be required to attend meetings or training at other district locations.

WHO ARE WE?

Hamilton Community Schools is a rural district in West Michigan, located south of Holland and east of Saugatuck. Our well-maintained district includes one preschool learning center (Sandyview), three elementary schools (Bentheim, Blue Star, and Hamilton Elementary), one middle school, one high school, and the Hamilton Virtual School. Despite covering a large area of 135 square miles, Hamilton retains a small-town feel.

As one of the 18 member public school districts within the Ottawa Intermediate School District (OAISD), Hamilton Community Schools employs 400 staff members and serves over 2,400 full-time students, along with 1,100 non-public students across various programs and formats. Renowned throughout the state, our district is celebrated for balancing a small-town atmosphere with educational innovation, catering to the needs of every learner. With a strong focus on K-12 academics, work-based learning, athletics, and the arts, Hamilton is a destination district. WE are HAWKEYES!

Why Hamilton?

APPLICATION PROCEDURES:

Submit an application, cover letter and resume using the online application system.

Deadline to apply: The search committee will review applications until the position is filled. However, for best consideration, applications should be submitted by June 12 , 2025

Any questions can be sent to Mitch Bosch, Principal ...

Equal Opportunity Employer
Hamilton Community Schools is an equal opportunity employer and will provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, sex, national origin, age, color, height, weight, marital status, familial status, gender, sexual orientation, gender identity, disability or veteran status with applicable state and federal laws.

Distribution: Internal / External