Athletics and Transportation Secretary

Location: Marengo

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
2/27/2026

Location:
Highlands High School

Date Available:
07/01/2026

Closing Date:
Until Filled

Athletics and Transportation Secretary

Reports To:

Athletic Director and Director of Transportation (or Designee)

Position Purpose:

The Athletics and Transportation Secretary provides clerical and organizational support to the Athletics and Transportation Departments. This position supports daily office operations, maintains accurate records, coordinates communications, and assists with scheduling and data entry. The Secretary serves as a liaison between parents, students, staff, and community members, providing information and facilitating communication in an efficient and professional manner.

Essential Duties and Responsibilities

General Office Support:

• Perform general office duties including answering telephones, responding to emails, managing message systems, and processing correspondence.
• Maintain organized and accurate electronic and paper filing systems.
• Prepare and distribute routine reports and correspondence as directed.
• Maintain confidentiality of student records and department information in accordance with district policies and state and federal regulations.

Athletics Support:

• Maintain and distribute athletic schedules, dismissal information, departure times, and team rosters.
• Compile and maintain athletic event records and related documentation.
• Enter and update student information in required systems (e.g., PIAA, Power School, Arbiter, or other platforms) as directed.
• Communicate sports dismissals and event details to appropriate staff and schools.
• Confirm officials and event details within scheduling systems under the direction of the Athletic Director.
• Coordinate transportation logistics for athletic events by communicating with the Athletic Director and transportation providers.
• Maintain season ticket holder lists and seating charts.
• Assist with ticket requests during athletic seasons.
• Verify student athlete eligibility through designated student information systems.

Transportation Support:

• Enter and update student transportation information in Bus Tracks or other routing software, including new enrollments and address changes.
• Maintain calendar data for students receiving district transportation.
• Prepare and distribute updated bus rosters for schools and drivers.
• Assist in preparing annual route lists and transportation-related documents as directed.
• Serve as a point of contact for routine parent transportation inquiries.
• Assist with transportation arrangements for students experiencing homelessness or in foster care under administrative direction.
• Communicate with other districts regarding shared transportation services as directed.
• Assist in gathering and organizing transportation data for state reporting and reimbursement submissions.

Other duties as assigned by the Superintendent or Designee

Required Qualifications:

• High school diploma or equivalent required; post-secondary coursework preferred.
• Prior clerical or secretarial experience, preferably in a school setting.
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Ability to learn and effectively use student information systems and transportation routing software.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to maintain confidentiality and exercise discretion.

Preferred Qualifications:

• Experience working in athletics, transportation, or a public-school environment.
• Familiarity with Power School, PIAA systems, Arbiter, or transportation routing software.

Work Conditions:

• Twelve-month position (unless otherwise designated by the Board).
• Primarily office-based environment within a school setting.
• Regular interaction with students, parents, staff, and community members.
• Prolonged periods of sitting, typing, and computer use.
• Occasional lifting of materials up to 25 pounds.
• Occasional evening hours may be required to support athletic events.

Terms of Employment:

Compensation, benefits, and work year shall be established in accordance with the applicable support staff agreement and Board policy.

FLSA Status

Non-exempt

Highlands is an EOE