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Position Title:            Clerical Specialist Grades 712 Main Office & Athletics

Classification:           WHESPA Bargaining Unit

Reports To:               High School Principal and Athletic Director

Schedule:                   Full-Time | 40 hours per week | 52-Week (Year-Round) Position

Compensation:         $19.00 per/hour

Position Summary

The Clerical Specialist provides critical, day-to-day supportive services for the Grades 712 main office and the athletic department. This position serves as the welcoming face of the school for visitors and parents while simultaneously executing the logistics, eligibility tracking, and administrative tasks required to keep the athletic department running efficiently.

This is a supportive, non-exempt role intended to collaborate closely with, and take operational direction from, the building's Lead Administrative Assistant, Principal, and Athletic Director.

Essential Duties & Responsibilities

Reception & Main Office Support (Grades 712)

• Act as the primary receptionist for the 712 main office, greeting visitors, answering phone lines, routing calls, and taking messages.
• Assist students, parents, and staff with general inquiries with a high level of customer service.
• Process daily building attendance, tardy slips, and early dismissals within the student information system.
• Sort and distribute incoming mail, packages, and building deliveries.
• Provide general clerical backup (copying, filing, document preparation) as requested by the Lead Administrative Assistant or building administration.

Athletic Department Support

• Coordinate the collection and compliance tracking of student-athlete physicals, insurance forms, and participation fees.
• Assist the Athletic Director with game-day preparation, including preparing roster programs, compiling gate boxes, and organizing passes.
• Process and track event worker payroll, official/referee contracts, and check requests.
• Maintain and update athletic calendars, digital schedules, and tournament brackets.
• Assist with the coordination of athletic banquets, ordering letters/awards, and archiving historic sports records.
• Serve as a main point of contact for opposing schools' athletic offices and transportation departments to confirm event logistics.

Minimum Qualifications

• Education: High school diploma or equivalent required (Associate degree or secretarial certification preferred).
• Experience: Minimum of 2 years of successful clerical or receptionist experience, preferably within a K12 public educational or athletic setting.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace. Experience with school management databases (e.g., PowerSchool) and athletic scheduling software is highly desirable.

Key Competencies

• Organization: Proven ability to manage a split workflow efficiently in a high-traffic, fast-paced environment.
• Communication: Exceptional verbal and written communication skills with a supportive, professional demeanor.
• Discretion: Absolute commitment to maintaining confidentiality regarding sensitive student, medical (sports physicals), and family records in accordance with FERPA.

Working Conditions & Physical Requirements

• Primarily an office-based environment with high levels of public interaction.
• Must be able to sit or stand for extended periods, operate standard office equipment, and occasionally lift up to 25 lbs (e.g., sports equipment boxes or paper reams).

Application Procedure

Interested internal and external candidates should complete the online application, submit a letter of cover letter and updated resume via the district application portal.

The Board of Education does not discriminate on the basis of race, color, national origin, sex (including sexual orientation or gender identity), disability, age, religion, height, weight, marital status, military status, ancestry, genetic information, or any other legally protected category in its programs and activities, including employment opportunities.