Executive Administrative Assistant / Pupil Accounting Coordinator / Athletic Secretary

JOB DESCRIPTION

Position Title: Executive Administrative Assistant/ Pupil Accounting Coordinator / Athletic Secretary

Reports To: Superintendent and Chief Financial Officer
Department: Central Office

Classification: Full-Time, Exempt or Non-Exempt (Depending on Credentials)

Work Year: 12 Months
Salary Range: $26/hour or $54,080/Year

Position Summary

The Executive Administrative Assistant / Pupil Accounting Coord / Athletic Secretary serves as a confidential administrative professional providing executive-level support to the Superintendent and Chief Financial Officer while coordinating Board of Education operations, human resources support functions, state reporting requirements, and athletic department administrative services. This position requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced educational environment.

Essential Duties and Responsibilities

Executive Administrative Support

• Provide comprehensive administrative support to the Superintendent and CFO.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, and other district communications.
• Screen telephone calls, visitors, and inquiries, responding appropriately or directing as needed.
• Maintain confidential records, files, and information.
• Coordinate district-wide communications and announcements.
• Assist with budget preparation, financial reports, and administrative projects.
• Prepare and distribute meeting agendas, packets, and supporting documentation.
• Maintain district policies, administrative guidelines, and official records.

Board of Education Support

• Coordinate all Board of Education meeting logistics and scheduling.
• Prepare Board meeting agendas in collaboration with the Superintendent.
• Assemble and distribute Board packets and supporting materials.
• Attend regular and special Board meetings as assigned.
• Record, prepare, and maintain accurate Board meeting minutes.
• Maintain Board policies, resolutions, and official records.
• Coordinate Board member communications, training registrations, and meeting notices.
• Ensure compliance with Michigan Open Meetings Act posting and notice requirements.
• Maintain Board election, appointment, and organizational records.

Human Resources Support

• Coordinate district job postings and recruitment activities.
• Post vacancies through district, regional, and state employment platforms.
• Receive and organize employment applications and supporting documentation.
• Schedule interviews and communicate with applicants throughout the hiring process.
• Conduct preliminary employment background verification activities including:
• Reference checks.
• Employment history verification.
• Credential and certification verification.
• Criminal background check processing coordination.
• Fingerprinting documentation coordination.
• Maintain applicant tracking and hiring records.
• Assist with onboarding and new employee orientation processes.
• Maintain confidential personnel files and employment records.
• Monitor certification renewals and compliance documentation.

State Reporting and Pupil Accounting Coordinator

• Coordinate state-required student count reporting.
• Assist with pupil membership audits and supporting documentation.
• Compile and submit student enrollment and attendance data.
• Maintain records required for state and federal reporting.
• Collaborate with district administration to ensure reporting accuracy.
• Prepare reports for Michigan Department of Education submissions.
• Assist with enrollment verification and residency documentation processes.
• Support data collection efforts related to district accountability requirements.
• Maintain organized records supporting state reporting and audits.

Athletic Secretary Duties

• Provide administrative support to the Athletic Director.
• Maintain student-athlete participation records and physical examination documentation.
• Coordinate transportation requests and schedules for athletic events.
• Manage athletic department correspondence and communications.
• Coordinate facility scheduling for athletic activities.
• Process athletic awards, recognition programs, and banquet documentation.
• Assist with league, conference, and state athletic reporting requirements.
• Maintain records for student-athlete participation and compliance.

General Office Responsibilities

• Maintain accurate records management systems.
• Order and inventory office supplies.
• Coordinate district mail and distribution functions.
• Assist parents, students, staff, and community members in a professional manner.
• Provide backup support for other administrative office functions as needed.
• Perform additional duties as assigned by the Superintendent and CFO.

Required Qualifications

• Associate degree in Business Administration, Office Administration, Human Resources, Accounting, Education, or related field; bachelor's degree preferred.
• Minimum three (3) years of progressively responsible administrative support experience.
• Experience working with confidential information.
• Demonstrated proficiency in Microsoft Office Suite, Google Workspace, and database management systems.
• Strong written and verbal communication skills.
• Ability to prepare professional correspondence and reports.
• Excellent organizational and time management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to work independently with minimal supervision.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Valid Michigan driver's license.

Preferred Qualifications

• Experience in a Michigan public school district.
• Knowledge of Michigan Department of Education reporting requirements.
• Experience supporting Board of Education operations.
• Human resources or recruitment experience.
• Familiarity with pupil accounting and student information systems.
• Experience with athletic department administration.
• Knowledge of school finance and budget processes.
• Experience with school management software and state reporting systems.

Knowledge, Skills, and Abilities

• Knowledge of school district operations and organizational structure.
• Understanding of Board governance and meeting procedures.
• Knowledge of employment records and hiring practices.
• Ability to interpret and apply district policies and procedures.
• Strong attention to detail and accuracy.
• Ability to maintain professional relationships with staff, students, parents, Board members, and community stakeholders.
• Ability to handle sensitive and confidential matters with discretion.
• Strong problem-solving and decision-making skills.
• Ability to learn new software systems and reporting requirements.

Evaluation

Performance will be evaluated annually by the Superintendent based on job performance, effectiveness in supporting district operations, accuracy of records and reporting, customer service, professionalism, and successful completion of assigned responsibilities.

Equal Employment Opportunity Statement:
The District is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, height, weight, marital status, genetic information, or any other protected status under applicable law.