WHS Athletic Director Secretary (Admin Secretary III)

ANNOUNCEMENT OF VACANCY

Date posted: April 24, 2026

The Wethersfield Public Schools partner with the community and families in fostering our students' ongoing education in a safe and engaging learning environment.  Our schools are demographically diverse and are characterized by respectful and trusting relationships, caring staff, and continuous learning.

Wethersfield High School is seeking a motivated and dedicated professional to serve as an Administrative Secretary III in our school's Athletic Department.  This position is vital to our school as the incumbent has frequent interaction with our staff, students, administrators, and parents/families.

Position:                     WHS Athletic Director Secretary (Administrative Secretary III) 

School:                       Wethersfield High School

Reports To:                Athletic Director

Effective Date:           7/1/26

Work Year:                 12 months

Hours:                        7 hours/day (excluding unpaid lunch), commensurate with school day

Compensation:          Pay Grade 6: $31.68-$39.02 per hour (based on experience & qualifications) 

Apply Online:             http://www.applitrack.com/wethersfield/onlineapp/default.aspx

Job Responsibilities (illustrative, not exhaustive):

• Serve as sole support to the Athletic Director working with approximately 75 coaches, game workers, and physical education staff. Partner closely with the Athletic Director and staff in the operation of the athletic department;
• Act as the main contact person for parents, coaches, students, staff, officials, opposing schools, and all other individuals interacting with the athletic department;
• Organize and maintain accurate school sport records;
• Create flyers, posters and programs in Canva
• Review and submit timesheets for game workers to ensure proper payment for work performed;
• Pay game officials using Arbiter Pay;
• Provide general office administration, including answering calls from external/internal sources;
• Develop working knowledge of core main office procedures to ensure continuity of operations, departmental capacity, and smooth functioning of the main office;
• Maintain coaching files, notify coaches of their renewal dates and recertification classes (First Aid / CPR / Temporary Coaching Certification / 5-Year Renewable Coaching Certificates), ensure coaches sign the mandatory concussion & sudden cardiac arrest documentation, and track updated information in the CIAC database;
• Register 400+ athletes per season (3 seasons), ensure physicals are up to date, and collaborate with the business office to collect payments. Devise rosters and download into PowerSchool Fusion Sports site;
• Track athlete physical expiration dates to ensure compliance with CIAC guidelines;
• Support the coordination, planning, and execution of various school events/activities; maintain weekly practice/game schedule;
• Process building use requests through a software program to support the District's facility use calendar in collaboration with Central Office;
• Prepare and process purchase orders, order all equipment for athletic department / Physical Education / Health, pay all league dues and entry fees, and process all deposits and disbursements for athletic department utilizing Munis & Escrow accounts;Assist in facilitating communications between the school, families, and the community;
• Utilize the Parent Square program to communicate with students/families/staff.
• Provide information concerning athletic department policies and procedures as needed;
• Manage special projects as necessary;
• Maintain Athletic Director calendar;
• Create and print various reports from PowerSchool, including the Academic Eligibility report;
• Partner with club advisors to maintain the club schedule.  Work with advisors/student leaders to coordinate fundraising timelines. Approve marketing flyers.
• Maintain the athletic department website in conjunction with district webmaster;
• Maintain Arbiter daily for games, transportation, game workers, and officials;
• Submit building use forms for all practices, games, athletic events, plays & concerts and other activities.
• Coordinate transportation for all sports teams by working closely with coaches and transportation company;
• Prepare certificates utilizing Microsoft mail merge feature for seasonal banquets and the end-of-year sport awards event.
• Collaborate with photo vendor for sports team picture day (3 times per year);
• Perform all other duties as assigned by the Athletic Director.

Required Knowledge, Skills, and Abilities

• Maintain confidentiality of student/staff information
• Excellent oral and written communication skills
• Communicate professionally and interact positively with stakeholders
• Work independently in the area(s) of responsibility and expertise
• Attention to detail, timeliness, and accuracy in work and tasks
• Promote good public relations through personal appearance, attitude, and conversation
• Maintain a level of approachability by the administration, staff, students, and community
• Mastery of Google Workspace platforms (Docs, Sheets, Slides, Calendar, Forms) and MS Office
• Knowledge of district operations, procedures, and administrative requirements
• In-depth expertise in software and digital platforms
• High-level scheduling, including executive calendars, multi-stakeholder meetings, and public events
• Monitoring budgets, preparing purchase orders, and tracking expenditures
• Manage complex, confidential, and time-sensitive work with accuracy

Education and Experience:

• Must possess a minimum of a high school diploma; preference may be given to those who have an Associate's Degree (or greater) in administration, business management, or a related field;
• Must possess a minimum of three years of administrative assistant (secretarial) experience or equivalent, supporting a leadership team;
• Proven administrative expertise and knowledge of district systems, procedures, and stakeholders from internal candidates is considered
• A working familiarity with designing/updating web-based content is desired but not required.

Wethersfield Public School System � Nondiscrimination Policy
The Wethersfield Public Schools is committed to a policy of equal opportunity/affirmative action for all qualified persons.  The Wethersfield Public Schools does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws.  The Department of Education does not unlawfully discriminate in employment and licensing against qualified persons with a prior criminal conviction. Inquiries regarding the Wethersfield Public School System's nondiscrimination policies and practices should be directed to: Title IX Coordinator, Director of Special Services, 127 Hartford Avenue, Wethersfield, CT  06109.