Athletics Secretary

Wabash Valley Online Application Consortium; West Lafayette (IN); On-site; USD 19,000 - 28,000; Full time

Job summary

West Lafayette Community School Corporation is seeking an enthusiastic Administrative Assistant for the Athletics Department at West Lafayette Junior-Senior High School. You will provide confidential support, manage clerical tasks, and act as a liaison with parents, staff and the community.

The role requires proficiency in Microsoft Office and basic accounting, strong organizational skills, discretion, and reliability.

Qualifications

• High School Diploma or GED required.
• Prior administrative or office support experience preferred.
• Proficiency in Microsoft Office and basic accounting functions.

Responsibilities

• Provide secretarial and administrative support to the athletics department.
• Serve as receptionist and liaison between the school, parents, staff and community.
• Manage athletic banking, financial reports, vouchers, purchase orders and coaching requisitions.
• Oversee athlete eligibility checks, FinalForms, Skyward reporting and IHSAA entries.
• Schedule event workers, gate workers, hospitality and officials.
• Coordinate awards nights, trophies and ribbons, and manage sports passes.
• Assist with ECA hiring paperwork, discipline files, and office supplies.
• Perform other duties as assigned by the Athletics Director.

Skills

Microsoft Office

Accounting fundamentals

Communication

Discretion/ confidentiality

Education

High School Diploma or GED

Tools

FinalForms

Skyward

myIHSAA

Job description

Location: West Lafayette Junior-Senior High School

REPORTS TO: Athletics Director
PAY TYPE: Hourly, Non-Exempt, Classified, Non-Supervisory
PAY RATE: Starting at $17 / hr.
BENEFITS: Eligible (see attachment for details)
SCHEDULE: 232 Days, Full-Time; 7.5 hrs. / day

This position will remain posted until filled. All qualified and interested applicants are encouraged to apply.

DUTIES AND RESPONSIBILITIES:

• Provide complex and confidential secretarial and administrative support to the athletics department to ensure smooth and efficient building operations.
• Serve as an information resource person and receptionist, acting as a liaison between the school, parents, staff, and community.
• Financial & Accounting Duties: Manage athletic banking, financial reports (daily, monthly, annually), process claim vouchers, purchase orders/requisitions, coaches' requisitions, camp accounts, ticket manager duties, and Pepsi ordering/repairs.
• Athletic Operations & Eligibility: Oversee athlete eligibility checks, FinalForms, Skyward grade reporting, myIHSAA management, and IHSAA tournament entries.
• Event & Personnel Scheduling: Schedule event workers, gate workers, hospitality, and confirm schools and officials for athletic contests.
• Events & Awards: Coordinate awards nights (senior night, end-of-year banquets), order all awards, trophies, and ribbons, generate end-of-season letters, and manage sports passes.
• Administrative & Compliance Support: Assist with WLCSC Extra-Curricular Activity (ECA) hiring requirements, employment paperwork, maintaining discipline files, ordering office supplies, mailings, copying, and filing.
• Perform all other job-related duties as assigned by the Athletics Director.

JOB SPECIFICATIONS:

• Education, Training, and Experience Required:
  • High School Diploma or GED Equivalent
  • Prior administrative or office support experience preferred
• Knowledge, Skills, Abilities, and Worker Characteristics:
  • Proficiency in Microsoft Office, accounting functions, and computer software is essential
  • Excellent work ethic, reliability, dependability, and punctuality
  • Ability to multitask, concentrate on details under pressure, and meet tight deadlines
  • Excellent interpersonal and communication skills to maintain a professional demeanor and relate effectively to the school community
  • Ability to exercise discretion and strictly maintain confidentiality regarding all aspects of the corporation

WORKING CONDITIONS:

• Position works indoors in a typical school athletic office setting
• May work near others, often within a few feet
• May occasionally be exposed to noise levels that are distracting

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees may be requested to perform job-related tasks other than those specifically outlined in this description. This job description is subject to change at any time at the discretion of West Lafayette Community School Corporation.