Secretary - Hamilton Virtual School

Secretary - Hamilton Virtual School

LOCATION: Hamilton Virtual School

REPORTS TO:  Building Principal

FLSA Status: Nonexempt

START DATE: July 1, 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:

Hamilton Community Schools is seeking a detail-oriented, organized, and student-focused Secretary to provide essential administrative and clerical support. This position plays a key role in ensuring that students, families, and staff receive timely, professional assistance and that office operations run smoothly. The Secretary will support the unique operations of Hamilton Virtual School, which serves a diverse population of full-time online students, part-time learners, homeschoolers, and shared-time students across grades K-12.

ESSENTIAL FUNCTIONS:

Essential functions are the core responsibilities required to perform this role. These duties ensure the efficient operation of the Virtual School office and provide essential administrative support to students, families, and staff. The Secretary is also responsible for other duties as assigned to meet the evolving needs of the district.

• Serve as the first point of contact for students, parents, and visitors in the office, providing a welcoming and supportive environment.
• Manage enrollments and registration pipelines, including processing full-time interest forms, overseeing the part-time waitlist, and coordinating with non-public schools for shared-time arrangements.
• Manage enrollments for Graduation Alliance Students in the Core Program.  
• Assist in managing student records, scheduling, and data entry in the Student Information System (SIS).
• Support logistics, communication, and attendance for optional on-campus classes, dual enrollment at Careerline Tech Center, and Project-Based Learning (PBL) electives.
• Manage incoming calls, emails, and office correspondence with professionalism and confidentiality.
• Knowledgeable regarding PC and Chromebook computer systems.
• Skilled in word processing (Microsoft Word, Google) and spreadsheets (Microsoft Excel, Google).
• Maintain office supplies and coordinate with the main office for ordering as needed.
• Ensure compliance with district policies, student privacy laws (FERPA), and applicable regulations.
• Assist with school-wide events, including orientation, open house, and conferences.
• Coordinate facility and event needs through FMX 
• Coordinate Chromebook distribution
• Print instructional materials (e.g., guided notes for virtual courses)
• Manage immunization records using MICR and ensure timely submission of waivers
• Process and track CA-60s, transcripts, and cumulative records
• Coordinate with staff to create and distribute a monthly newsletter for families
• Assist with maintaining and updating the school website
• Oversee the WISH visitor management system
• Manage the field trips, including planning and scheduling 6–7 field trips per semester
• Collaborate with the school nurse and families to ensure proper handling and documentation of student medications
• Other duties as assigned.

QUALIFICATIONS, 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.

• High school diploma or equivalent required; post-secondary training in office administration preferred.
• Prior experience as an office secretary, preferably in an educational setting.
• Proficiency with Microsoft Office Suite, Google Workspace, and Student Information Systems (PowerSchool experience preferred), alongside a working familiarity with Learning Management Systems such as Canvas.
• Typing/keyboarding skills of 50 wpm with accuracy.
• Demonstrated ability to communicate effectively, using proper grammar, spelling, and punctuation both verbally and in writing.
• Demonstrated ability to perform general office procedures with accuracy.
• Must be accurate, dependable, tactful, and confidential.
• Excellent interpersonal and communication skills, with the ability to work effectively with students, families, and staff.

PHYSICAL REQUIREMENTS: 

Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 25 pounds. 

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 using the online application system.

Any questions can be sent to Mary Wilkinson at mwilkins@hamiltonschools.us 

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