Position: Secondary Secretary
Reports to: Building Principal
Terms of Employment: Full-time
Position Type: Hourly
Summary: Under the direct supervision of the building principal, the Building Secretary serves as the hub of the main office, creating a warm, welcoming, and organized environment for students, staff, families, and visitors. This position supports all aspects of building administration, enrollment, scheduling , communication, and daily operations to ensure the school runs smoothly and efficiently.
Qualifications:
- High School Diploma or equivalent required; Associate's Degree preferred
- Minimum 2 years of secretarial, administrative assistant, or office experience; school office experience highly preferred
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace; experience with PowerSchool or similar student information systems preferred
- Strong verbal and written communication skills with exceptional customer service and professionalism
- Ability to maintain strict confidentiality and exercise sound judgment in sensitive situations
- Demonstrated ability to multi-task, prioritize, and meet deadlines in a fast-paced school environment
Attributes:
- Friendly, welcoming demeanor with a genuine commitment to building positive relationships with students, families, staff, and the community
- Highly organized with strong attention to detail and the ability to manage multiple tasks and frequent interruptions simultaneously
- Calm, professional demeanor under pressure; ability to de-escalate tense situations and exercise sound judgment
- Willingness to support the mission of Potterville Public Schools and contribute to a culture aligned with PBIS and
- Capturing Kids’ Hearts principles
- Strong team player who collaborates effectively with administrators, counselors, support staff, and community partners
Resonsibilities:
- Welcome families, guests, and students to the school building and assist with needs in a friendly and professional manner; ensure all visitors are signed in and accompanied by staff
- Navigate PowerSchool for student enrollment, attendance tracking, scheduling, graduation monitoring, and other record-keeping needs
- Support new student enrollment by completing paperwork, entering data into PowerSchool, notifying relevant staff, and coordinating Day 1 orientation with the counselor and SSW
- Manage and maintain the building master calendar; coordinate scheduling for the principal, staff, events, and facility use
- Communicate with families regarding sick/absent students; monitor students in the office until pickup and coordinate with teachers for work collection as needed
- Route phone calls and emails appropriately; prepare newsletters, flyers, and building communications for families and staff
- Manage office supplies ordering and tracking, maintain building credit card receipts and records, and assist with monitoring staff budget expenditures
- Collect and review timesheets for errors; coordinate substitute teacher coverage and confirm time in building
- Assist with printing and mailing transcripts, CA-60s, Parchment requests, and all required student records for transfers or post-secondary needs
- Verify student vaccination records; notify families of missing immunizations and follow up to ensure compliance with Michigan state mandates
- Coordinate and assist with special events including open house, graduation programs, awards ceremonies, and other school-wide activities
- Manage locker distribution, communicate locker/padlock issues, monitor lost and found, and post regularly to the school Facebook page and School Messenger
- Monitor staff sign-in/out and keep the principal informed; maintain a clean, organized, and professional front office environment at all times
Salary: Compensation per PESPA Bargaining Agreement
POSTING DEADLINE: APRIL 27, 2026
Contact Information:
Crystal Hopkins, HRS, SPS
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. The schools district may add to, modify or delete any aspects of the job (or the position itself) at any time as it deems necessary.
Nondiscrimination: The Board of Education does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation and transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information or any other legally protected category, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.