SOUTH LAKE SCHOOLS

VACANCY NOTICE

Athletics Secretary, Classification I-B

At South Lake Schools, we believe great schools are built through strong relationships. Together with our community, we create an engaging and nurturing environment where students thrive and staff feel valued, connected, and supported. Our small-school setting fosters meaningful collaboration and the opportunity to make a lasting impact on learners. Located along beautiful Lake St. Clair in St. Clair Shores, Michigan, our district offers a welcoming community with convenient access to the cultural attractions, dining, entertainment, and professional sports of Detroit, as well as the region’s scenic orchards, cider mills, and outdoor recreation, making South Lake Schools an exceptional place to live, work, and grow.

Job Goal:

To provide administrative, clerical, financial, and organizational support necessary for the efficient operation of the High School Athletic Department and, as assigned, the High School office.

Under the general direction of the Building Principal and Athletic Director, the Athletics Secretary supports the coordination of interscholastic athletic programs, maintains accurate records, assists with communications and event logistics, and serves as a primary point of contact for student-athletes, families, coaches, staff, officials, visiting schools, and community members.

The position also performs assigned secretarial responsibilities that support the general operation of the High School. The employee is expected to exercise sound judgment, maintain confidentiality, manage multiple priorities, and perform duties in accordance with District policies and procedures and applicable state and federal requirements.

Minimum Qualifications:

1. High school diploma or recognized equivalent required.
2. Associate degree, post-secondary coursework or training in business, office administration, bookkeeping, or a related area preferred.
3. Minimum of three (3) years of clerical, secretarial, or administrative experience, preferably in a school setting.
4. Demonstrated proficiency with Microsoft Office, spreadsheets, databases, electronic recordkeeping systems, and other District-approved technology platforms.
5. Working knowledge of basic bookkeeping, purchasing, cash-handling, and financial recordkeeping practices.
6. Knowledge of interscholastic athletics and MHSAA requirements preferred.
7. Strong organizational, time-management, written communication, and verbal communication skills.
8. Ability to prioritize responsibilities, manage frequent interruptions, meet deadlines, and work independently.
9. Ability to maintain accurate and confidential student, employee, medical, and financial records.
10. Ability to communicate effectively and professionally with students, families, employees, officials, visiting schools, vendors, and community members.
11. Demonstrated dependability, integrity, sound judgment, and attention to detail.
12. Ability and willingness to learn the software applications and electronic platforms used by the District and Athletic Department.
13. Ability to meet all applicable legal and District requirements for employment.
14. Ability to meet or exceed the expectations established in the Michigan Department of Education’s Michigan Code of Educational Ethics.
15. Such alternatives to the above qualifications as the Superintendent or designee may find appropriate and acceptable.

Reports to: Athletic Director/High School Administration

Performance Duties and Essential Functions:

1. Provide primary secretarial and administrative support to the Athletic Director and Athletic Department.
2. Serve as a primary point of contact for student-athletes, families, coaches, officials, visiting schools, league representatives, vendors, and community members.
3. Respond to telephone calls, electronic communications, visitors, and routine inquiries, providing accurate information regarding athletic schedules, procedures, programs, and events.
4. Prepare, proofread, distribute, and maintain correspondence, reports, schedules, rosters, forms, contracts, announcements, and other Athletic Department documents.
5. Maintain the Athletic Director’s calendar, appointments, meetings, records, files, mail, and electronic communications.
6. Maintain accurate and organized electronic and paper records in accordance with District procedures and applicable record-retention requirements.
7. Collect, review, organize, and maintain student-athlete registration and participation documentation, including physical examination forms, consent forms, emergency information, insurance information, and other required records.
8. Assist the Athletic Director with monitoring student-athlete eligibility and compliance with Michigan High School Athletic Association, league, and District requirements.
9. Prepare master eligibility lists and other required documentation for review and approval by the Athletic Director or other authorized administrator.
10. Maintain accurate student-athlete rosters and records related to participation, academic eligibility, physical examinations, injuries, and other required information.
11. Identify and report missing, incomplete, or potentially noncompliant student-athlete documentation to the Athletic Director.
12. Maintain accurate calendars for athletic contests, practices, tournaments, facility use, and other Athletic Department events.
13. Assist with scheduling and confirming contests, practices, tournaments, officials, game workers, transportation, facilities, and other event-related services.
14. Coordinate athletic transportation requests and communicate schedules and changes to coaches, transportation personnel, and other affected individuals.
15. Communicate schedule additions, changes, postponements, and cancellations to coaches, officials, game workers, transportation personnel, custodial and maintenance personnel, opposing schools, families, and other affected parties.
16. Coordinate with appropriate District personnel regarding facility access, field and facility preparation, maintenance, technology, security, custodial services, and other operational needs for athletic events.
17. Maintain athletic facility-use schedules for District programs and approved outside organizations, as assigned.
18. Assist with preparations for home athletic events, including staffing, ticketing, passes, officials, visiting-team information, facility arrangements, and other event needs.
19. Assist with athletic awards, certificates, varsity letters, banquets, senior recognition activities, team photographs, tournaments, and other special events.
20. Attend or provide support for evening and weekend athletic events when assigned.
21. Maintain accurate and current Athletic Department information on the District website, calendars, announcements, and other District-approved communication platforms.
22. Prepare and distribute athletic schedules, event information, program updates, and other routine communications.
23. Communicate with coaches regarding deadlines, required documentation, eligibility information, transportation, scheduling, purchasing, event operations, and other administrative matters.
24. Refer media requests, sensitive public inquiries, complaints, and matters requiring administrative judgment or authority to the Athletic Director or Building Principal.
25. Prepare and process purchase orders, requisitions, invoices, check requests, reimbursements, deposits, and other financial documents in accordance with District procedures and internal controls.
26. Maintain accurate records of Athletic Department accounts, revenues, expenditures, and budget balances, and assist with budget monitoring and the preparation of financial reports.
27. Receive, document, secure, reconcile, and prepare for deposit gate receipts, ticket revenue, participation fees, and other Athletic Department funds in accordance with District cash-handling procedures.
28. Process documentation for payments to officials, game workers, transportation providers, vendors, and other authorized recipients.
29. Assist with ordering, receiving, distributing, and maintaining inventories of athletic supplies, materials, and equipment.
30. Promptly report financial discrepancies or concerns to the Athletic Director, Building Principal, or appropriate Business Office personnel.
31. Maintain current coaching staff rosters, contact information, contracts, certifications, training records, and other required personnel documentation.
32. Assist with the administrative processing of coaching appointments, contracts, payroll information, reimbursements, and required employment documentation.
33. Monitor the submission of required coaching certifications, training records, employment documents, and other materials, and notify the Athletic Director of missing or incomplete documentation.
34. Provide coaches with routine forms, schedules, deadlines, procedures, and other administrative information.
35. Provide additional secretarial and clerical support to the High School office as assigned by the Building Principal and as athletic responsibilities permit.
36. Assist with reception, telephone coverage, correspondence, copying, filing, data entry, student records, mail distribution, and other routine office functions.
37. Assist with student attendance, enrollment, records, building communications, meetings, appointments, conferences, reports, surveys, and special projects when assigned and appropriately trained.
38. Provide backup coverage for other school office employees as needed and as athletic responsibilities permit.
39. Maintain the confidentiality of student, medical, disciplinary, personnel, financial, and District information in accordance with applicable laws, Board policies, and District procedures.
40. Communicate professionally and provide courteous assistance to students, families, employees, visitors, and community members.
41. Follow applicable federal and state laws, Board policies, administrative procedures, financial controls, safety requirements, and District-established practices.
42. Support the District’s nondiscrimination and equal-opportunity requirements and contribute to a professional, respectful, and welcoming school environment.
43. Participate in meetings, workshops, training sessions, and professional development activities related to assigned responsibilities and District technology systems.
44. Maintain regular and reliable attendance and demonstrate professionalism, dependability, accuracy, flexibility, discretion, and sound judgment.
45. Promptly report safety, security, financial, confidentiality, or compliance concerns to the appropriate administrator.
46. Perform other duties consistent with the general scope and classification of the position as assigned by the Building Principal, Athletic Director, Superintendent, or designee.

Employment Conditions:

• Employees shall remain free of any alcohol or non-prescribed controlled substance abuse in the workplace throughout their employment with the District.
• Employees shall comply with all Board policies and applicable federal and state laws and regulations, including but not limited to Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), applicable non-discrimination requirements, and related educational regulations.
• Perform other responsibilities and duties as assigned by the Superintendent or designee.

Terms of Employment:     225 days, 8.5 hours per day (including 30-minute unpaid lunch)

Base Salary Range:           $18.99 - $22.70/hour

ADA Requirements and Physical Demands:            

The demands described below are representative of those required to perform the essential functions of the position. South Lake Schools provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.

The employee must be able to: 

• Communicate and exchange information effectively with students, families, coaches, staff, officials, visiting schools, vendors, and community members in person, by telephone, in writing, and through electronic systems.
• Read, prepare, review, organize, and maintain detailed electronic and paper records, including student-athlete eligibility documents, schedules, financial records, correspondence, and event information.
• Sustain attention and accuracy while managing frequent interruptions, changing schedules, deadlines, and multiple priorities.
• Use computers, telephones, copiers, scanners, audiovisual equipment, standard office equipment, and job-related technology and communication platforms.
• Remain seated or standing for extended periods and move throughout school offices, hallways, meeting areas, athletic facilities, fields, gymnasiums, and event locations.
• Occasionally bend, reach, stoop, or kneel to access files, supplies, records, materials, and equipment.
• Occasionally lift, carry, organize, or distribute files, athletic materials, event supplies, equipment, and ordinary office supplies weighing up to 25 pounds.
• Perform essential job responsibilities in indoor and outdoor athletic environments and during periods of increased noise, activity, or public interaction.
• Perform assigned responsibilities during occasional evening or weekend athletic events, tournaments, meetings, training sessions, and other activities outside regular working hours. 

Work Environment:

Work is performed primarily in a high school office and athletic department environment, with regular movement throughout school buildings and athletic facilities. The employee may also perform assigned responsibilities in gymnasiums, stadiums, athletic fields, pool areas, and other indoor or outdoor event locations.

The position involves frequent computer and telephone use, regular interruptions, competing priorities, changing athletic schedules, firm deadlines, and ongoing interaction with students, families, coaches, staff, officials, visiting schools, vendors, and community members. Activity and noise levels may vary significantly depending on the location, time of day, and athletic or school events taking place.

The employee handles confidential student, medical, personnel, and financial information and may occasionally encounter time-sensitive, emotionally charged, or challenging interactions. The employee must remain professional, exercise sound judgment, maintain confidentiality, and refer matters requiring administrative authority to the Athletic Director, Building Principal, or other appropriate administrator.

Regular and reliable attendance is required. Occasional attendance or work at evening and weekend athletic events, tournaments, meetings, training sessions, and other District activities may be required.

All candidates must submit the following documentation through the South Lake Schools online application system (www.solake.org; Departments/Human Resources/Employment Opportunities):  

• Letter of interest indicating suitability for the position
• Current resume
• Minimum of three professional references including email address, home/mobile and office telephone numbers 

If you have questions, please contact the Human Resources Office at 586-435-1600.

The Board of Education is committed to maintaining a learning and working environment in which all individuals are treated with dignity and respect, free from discrimination and harassment.  There will be no tolerance for discrimination or harassment on the basis of race, color, national origin, religion, creed or ancestry, sex, marital status, genetic information, height, weight, sexual orientation, disability or age.  The School District prohibits harassment and other forms of discrimination whether occurring at school, on School District property, in a School District vehicle, or at any School District related activity or event.  Furthermore, the Board is committed to equal employment opportunities and the prevention of discrimination in all aspects of employment, including recruitment, selection, training, promotion and retention of staff.  The Superintendent will designate compliance officers and develop and implement regulations for the reporting, investigation and resolution of complaints of discrimination or harassment.  For additional information, contact the Superintendent or the Director of Special Services, 23101 Stadium Blvd., St. Clair Shores, MI 48080, (586) 435-1600.