Substitute Elementary Secretary

Niles Community Schools; Niles (MI); On-site; USD 18,000 - 28,000; Part time

Job summary

Niles Community Schools is seeking a Substitute Elementary Secretary to provide professional, courteous front-office support for students, families and staff. The role focuses on maintaining student records, handling inquiries, coordinating enrollment and withdrawals, and assisting administrators with clerical tasks.

This temporary position requires strong communication, computer and office skills, the ability to work with a diverse school community, and adherence to district confidentiality

Qualifications

• Minimum high school education with clerical skills and computer use.
• 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.

Responsibilities

• Prepare and maintain student academic records and disciplinary files.
• Process withdrawals for students (in person, by phone or mail).
• Prepare weekly Google document of enrollments/withdrawals.
• Keep class lists updated and distribute to staff.
• File student reports into CA-60s.
• Perform clerical tasks as assigned by administrators.
• Assist in maintaining and monitoring the school's budget/financial records.
• Manage student information systems for state/federal reporting.
• Provide clear communication with staff, students, families, and community.
• Dispense and manage student medications per school policies.
• Support students with medical needs and health documentation.
• Coordinate enrollment, transfers and withdrawals; maintain records.
• Maintain confidentiality per district policies and law.
• Serve as welcoming first contact for the office.
• Other duties as assigned.

Skills

Clerical skills

Office equipment operation

Interpersonal communication

Secretarial examination

Education

High school education

Job description

Niles Community Schools

Substitute Elementary Secretary

November 2, 2026

Temporary position for January 25 through March 26, 2026 (dates subject to change)

Reports to: Elementary Principal (or designee)

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

Required 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):

• Prepare and maintain all student academic records and maintain student disciplinary files
• Carry out procedures (in person, on the telephone and/or by mail) for withdrawing students from school
• Prepare weekly list of newly enrolled and withdrawn students in a Google document
• Keep student class lists up to date and distribute as needed to teachers and other staff
• File any and all reports regarding students into their CA-60s
• Perform a variety of administrative and clerical tasks as assigned by building administrators
• Assist in maintaining and monitoring the school's budget and financial records
• Manage and update student information systems, ensuring compliance with state and federal reporting requirements
• Provide clear and effective communication with staff, students, families, and community members
• Dispense and manage student medications in accordance with school policies and medical guidelines
• Support students with ongoing medical needs and maintain accurate health documentation.
• Coordinate student enrollment, transfers, and withdrawals, ensuring accurate and timely record-keeping
• Maintain confidentiality of student and staff information in accordance with district policies and legal guidelines
• Serve as a welcoming and professional first point of contact for the school office
• 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.