Athletic Department Secretary

Palmyra Area School District; Palmyra (Lebanon County); On-site; USD 23,000 - 39,000; Full time

Benefits offered by this job

District paid health benefits

Paid holidays, sick, vacation, andflex

Job summary

Palmyra Area School District seeks a 260-day Athletics Department Secretary to provide clerical, accounting, and support functions for the Athletic Director. The role requires advanced secretarial and computer skills, including Microsoft Office, PowerSchool, Outlook, and Google Apps.

Strong organizational abilities and confidentiality are essential in a fast-paced environment. The position reports to the Athletic Director, supports game scheduling, budget tracking, event coordination, and

Qualifications

• High school diploma or equivalent is required.
• Minimum of three (3) years experience as a secretary with accounting skills/budgeting.
• Valid drivers license is required.
• Excellent organization, computer, and communication skills (both written and verbal) are required.
• Ability to work in a fast-paced environment.

Responsibilities

• Assist Athletic Director with budget preparation, generate purchase requisitions, track orders, and assist with vendors; process contracts for athletic functions; handle deposits and expenditures; process tournament forms and fees; register and process payments; schedule, track and submit Athletic Game Help to business office for payment of events worked.
• Contract assignors with athletic schedules for official assignments; generate contracts; maintain records and follow up to ensure proper assignment and payment.
• Open, sort and prioritize athletic department mail; organize and file game contracts with competing schools; answer phones; and order supplies for office and athletics.
• Administer bus schedule for away events, scrimmages, sports bus, vans and special busing for athletes and teams.
• Prepare and disseminate reports as necessary to include early dismissal notices and athletic eligibility reports.
• Inputs and reviews information for databases related to, collection of activity fees for sports and clubs and compliance with eligibility and communicates appropriate information to relevant personnel.
• Collect and file athlete records (Drug Consent Forms, Sporting Screening Forms and Code of Conducts.) Assist in distributing to multiple sport athletes that need recertification for new sports season.
• Assist with input, addition, deletion and updating of athletic events, game help, officials and transportation needs into Athletic Scheduling Program.
• Assist Booster Club with needs pertaining to fund raisers, concession stands and special events.
• Assist Athletic Director in scheduling and preparation and set-up for special events to include Prep Rallies, Senior Athletic Recognition Nights, Signing Day, Athletic Hall of Fame, Football Homecoming, and other events.
• Assist with event coordination to include rescheduling of games if the athletic director is absent, scheduling transportation, confirming buses for sporting events, communicating schedule changes, upcoming events and the calendar to appropriate groups.
• Process Athletic Facility Requests/Contracts including turf field usage, gyms and auxiliary gyms, wrestling room, soccer fields, baseball fields, football stadium and practice football field.
• Maintains and updates district software with information related to athletic programs such as sports schedules, dismissal and departure times and team rosters and communicates sports dismissals to the appropriate schools.
• Assists with monies and back deposits or checks for athletic events.
• Coordinate information between Athletic Department and schools to include game schedules, bus schedules, cancellations, and changes to schedule.
• Supports office operations with facilitating coach\'s clerical needs, coordinating information needs for booster clubs and club teams, and maintaining supervisor\'s confidential information and appointment calendar.
• Inputs, maintains, and updates a bulletin board and prepares and distributes various departmental reports including student attendance and athletic activities reports to appropriate personnel.
• Maintains confidentiality with all district information, including district and school population information.
• Perform other duties as assigned by the Athletic Director, High School Principal and/or Superintendent.

Skills

Secretarial skills

Microsoft Office

PowerSchool

Outlook

Google Apps

Organizational skills

Confidentiality

Communication skills

Education

High school diploma

Tools

PowerSchool

Job description

JobID: 737 Position Type: Secretarial/Clerical/Secretary Date Posted: 11/20/2025 Location: Palmyra Area School District Athletics Date Available: On or after 12/08/2025 Closing Date: 11/27/2025 This is a 260-Day Athletic Department Secretary which falls under the Support Staff contract. This position will begin on or after December 8, 2025.

Job Overview

The Athletic Department Secretary is responsible for providing clerical, accounting, and support functions to the Athletic Director in a manner that is professional, diplomatic, and complies with confidentiality requirements. This position works 260-days per year. Our Athletics Department Secretary will have the ability to function independently and cooperatively in an ever changing, fast paced environment. Working as a collaborative team member is essential. Advanced secretarial and computer skills are required, with knowledge of computer applications including but not limited to: Microsoft Office, PowerSchool, Outlook, and Google Applications. Excellent organizational skills are required with attention to deadlines. Candidates must maintain confidentiality and have the ability to cooperatively work with administration, staff, students, and families.

Responsibilities

• Assist Athletic Director with budget preparation to include budget preparation; generate purchase requisitions, track orders, and assist with vendors follow-up; process contracts for athletic functions; handle deposits and expenditures; process tournament forms and fees; register and process payments; and schedule, track and submit Athletic Game Help to business office for payment of events worked.
• Contract assignors with athletic schedules for official assignments; generate contracts; maintain records and follow up to ensure proper assignment and payment. Submit list of athletic game help and officials to business office for payment.
• Open, sort and prioritize athletic department mail; organize and file game contracts with competing schools; answer phones; and order supplies for office and athletics.
• Administer bus schedule for away events, scrimmages, sports bus, vans and special busing for athletes and teams.
• Prepare and disseminate reports as necessary to include early dismissal notices and athletic eligibility reports.
• Inputs and reviews information for databases related to, collection of activity fees for sports and clubs and compliance with eligibility and communicates appropriate information to relevant personnel.
• Collect and file athlete records (Drug Consent Forms, Sporting Screening Forms and Code of Conducts.) Assist in distributing to multiple sport athletes that need recertification for new sports season.
• Assist with input, addition, deletion and updating of athletic events, game help, officials and transportation needs into Athletic Scheduling Program.
• Assist Booster Club with needs pertaining to fund raisers, concession stands and special events.
• Assist Athletic Director in scheduling and preparation and set-up for special events to include Prep Rallies, Senior Athletic Recognition Nights, Signing Day, Athletic Hall of Fame, Football Homecoming, and other events.
• Assist with event coordination to include rescheduling of games if the athletic director is absent, scheduling transportation, confirming buses for sporting events, communicating schedule changes, upcoming events and the calendar to appropriate groups.
• Process Athletic Facility Requests/Contracts including turf field usage, gyms and auxiliary gyms, wrestling room, soccer fields, baseball fields, football stadium and practice football field.
• Maintains and updates district software with information related to athletic programs such as sports schedules, dismissal and departure times and team rosters and communicates sports dismissals to the appropriate schools.
• Assists with monies and back deposits or checks for athletic events.
• Coordinate information between Athletic Department and schools to include game schedules, bus schedules, cancellations, and changes to schedule.
• Supports office operations with facilitating coach's clerical needs, coordinating information needs for booster clubs and club teams, and maintaining supervisor's confidential information and appointment calendar.
• Inputs, maintains, and updates a bulletin board and prepares and distributes various departmental reports including student attendance and athletic activities reports to appropriate personnel.
• Maintains confidentiality with all district information, including district and school population information.
• Perform other duties as assigned by the Athletic Director, High School Principal and/or Superintendent.

Qualifications

• High school diploma or equivalent is required.
• A minimum of three (3) years experience as a secretary with accounting skills/budgeting.
• Previous experience/background in athletic environment is preferred.
• A valid driver's license is required.
• Excellent organization, computer, and communication skills (both written and verbal) are required.
• The ability to work in a fast-paced environment is required.
• Flexibility in completion of tasks with prioritizing multiple calendars, handling phones, and emails.
• Takes pride in ensuring excellent overall parental and community relations.

Additional Information

• Working hours are typically 8:00 AM - 4:00 PM, Monday - Friday.
  • During the summer the working hours are flexible and average approximately 1-2 days per week.
• Clerical I - Minimum starting rate of $17.00, midpoint $21.00, and maximum $25.00 per hour - credit will be given for relevant experience.
• Clerical II - Minimum starting rate of $18.00, midpoint $23.00, and maximum $28.00 per hour - credit will be given for relevant experience.
• District paid health benefits - medical, dental, and vision insurance.
• Paid holidays, sick, vacation, and flex days based upon contract.

All applicants are required to submit a letter of interest and resume. If hired, a PA Child Abuse Clearance, PA Criminal Record Check, and FBI Background Check will be required.

Questions? Contact HR

Mrs. Angela Hepner, Director of Human Resources Palmyra Area School District, District Office 1125 Park Drive, Palmyra, PA 17078 [e-mail] (preferred) [phone], Option