Athletic Secretary

Niles Community Schools

Athletic Secretary

6/8/2026

Full-Time position for the 2026-2027 school year

Reports to: Athletic Director (or designee)

Niles Community Schools is looking for a dynamic Athletic Secretary. Highly-effective communication skills and professionalism required for daily interaction with a diverse workforce, student population, building administration and community.

Qualifications:

• Minimum high school education, with emphasis on clerical skills, particularly via the computer
• Ability to operate and maintain common office equipment
• Ability to relate well with students, staff, and parents and maintain positive relationships
• Successful completion of the appropriate level of secretarial examination

Essential Duties (non-prioritized):

• Receptionist for the main office; answers the telephone in a pleasant manner, and takes/forwards messages as needed.
• Greets and assists visitors to the office, always providing friendly customer service.
• Maintains a sign out/in system for students in the office.
• Assists in substitute coverage for teachers/classrooms
• Maintains attendance records for Substitute Teachers
• Maintains and sends out daily staff attendance
• Maintains comp time/pay for teachers
• Verifies substitute teachers daily
• Assist in emergency drills
• Assist in emergencies with students
• Assist in filling out work permits
• Assist in copy and fax machines in the main office to make sure they are supplied and working properly
• Assists in ordering supplies for copy machines
• Maintains/disperse mail and packages for staff and postmaster
• Assist in making sure volunteer forms are filled out and sent to Central Office
• Maintains BioHazard container
• Helps dispense medication for students
• Assists the Principal in TCP making sure time is correct for staff
• Verify all games on schedule one week in advance with visiting school
• Update and verify rosters with all schools the week of events
• Update all events on schedule
• Verify and print out all home referees for events and give to games manager
• Print out rosters for home games and give to games manager
• Type all athletic awards prior to end of season
• Track daily athletic attendance and send to coaches
• Maintain files on official contracts
• Enter/maintain spreadsheet for all athletic physicals and trainer fee
• Maintain/update athletic software (Schedule Star) information and Arbiter game information
• Update school athletic website with rosters, results and other information
• Notify coaches and teachers of early release if needed
• Maintain and verify bus schedules for athletics with transportation and coaches
• Contract officials for non-assigned sports
• Assist AD with weekly grade checks and tracking of Study Table Program
• Maintain confidentiality regarding all student affairs.
• Comply with all school district policies and procedures
• Responsible for all assignments as directed by the Athletic Director, Building Principal, Central

Office Administration, and/or Superintendent of schools.

• Maintains coaches spreadsheet for Central Office
• Verifies/uploads/approves physicals in Schedule Star program for coaches and Athletic Dept
• Helps student athletes/parents uploading physical into software
• Assist in making sure our coaches are CPR certified
• Notify/updates coaches on physicals, games, game cancellation,
• Maintains the Athletic calendar for gym usage
• Notify/send opposing school with contracts
• Maintain/send out weekly Athletic calendar
• Contacts assignors/officials/schools/staff of any changes to games
• Verifies officials daily for games
• Assist Athletic Director request to pay for Central Office
• Maintains weekly balances for ticketing to Central Office
• Enters/updates schedule into camera (Pixellot) system
• Maintains cash boxes for athletic events
• Assists Athletic Director with any payments to vendors
• Assists the Athletic Director with game scheduling
• Maintains and enters tickets online for athletic events
• Maintains Athletic updates for Athletic Director and Superintendent
• Assist coaches with daily emails regarding attendance for athletes and adjustments
• Update daily building sub spreadsheet for Central Office
• Assists Athletic Director with finding staff for concession stand
• Maintains spreadsheet for Summer Athletic Camp
• Balance and maintain team balances for Athletic Director
• Assist in paying officials through Arbiter pay
• Assist Athletic Director in scheduling games
• Assist Athletic Director to schedule games with opposing team
• Assist Athletic Director with scheduling a timing system for Track
• Maintains end of the year awards for athletes
• Other duties as assigned

Prospective employees will receive consideration without discrimination on the basis of race, color, national origin, sex (including sexual orientation or gender identity), disability, age (except as authorized by law), religion, military status, ancestry, or genetic information (collectively, "Protected Classes") in its educational programs or activities. The Niles Community Schools Board of Education complies with all federal and state laws and regulations prohibiting discrimination. Inquiries regarding compliance with Title VI of the Civil Rights Act of 1964 (race, color, or national origin), Title IX of the Education Amendments of 1972 (gender) or compliance with Section 504 of the Rehabilitation Act of 1973 (disability) may be directed to the Director of Personnel, compliance.officer@nilesschools or 269.683.6662; all at 1Tyler Street, Niles, MI 49120.