Secretary - HS Front Office Secretary

Hamilton Community School District•Hamilton, MI

2d•Onsite

About The Position

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.

Requirements

High school diploma or equivalent required
Prior experience as an office secretary, preferably in an educational setting.
Knowledge of general office procedures, practices, and equipment operation.
Knowledge of Microsoft Office Suite, Google Workspace, and other office productivity software.
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 customer service practices and professional office communication.
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.
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.
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.
Employee may occasionally be required to bend, stoop, lift, carry, or move items weighing up to 25+ pounds.

Nice To Haves

Post-secondary training in office administration preferred.
Knowledge of student attendance procedures and pupil accounting practices preferred.
Knowledge of student information systems and database management systems (PowerSchool preferred).
Basic knowledge of high school operations, scheduling, and student support services preferred.

Responsibilities

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.
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.
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.
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.
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.