Chehalis-Athletic Secretary (W.F. West High School) 2026/27

This posting is for the Athletic Secretary at W.F. West High School. The position is 216 days per year, including holidays. This position is 7.5 hours per day, approximately 7:30am to 3:30pm. This position is open until filled. Desired Start Date: August 3, 2026Required Attachments:Letter of Interest including how the candidate meets the qualificationsResume3 Letters of RecommendationHigh School diploma/transcript or recognized equivalent (GED)Description:The Athletic Director Secretary at W.F. West High School plays a vital role in supporting a dynamic and growing athletic program serving hundreds of student-athletes each year. This position provides comprehensive administrative, financial, and compliance support for all athletic seasons, ensuring eligibility requirements through the Washington Interscholastic Activities Association (WIAA) are met, managing athletic clearances, processing purchase orders and invoices, coordinating transportation and lodging for competitions, overseeing ticket sales and event logistics, and maintaining accurate financial and roster records. The role also serves as a key communication hub for coaches, families, officials, and community partners. In addition to operational responsibilities, the Athletic Director Secretary contributes meaningfully to expanding student recognition efforts through award programs, senior banquets, and celebratory events, while supporting media initiatives, promotional projects, and partnerships with local organizations that strengthen community engagement and school pride. This position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and values building positive relationships while supporting student success both on and off the field.EXAMPLES of DUTIES:Essential Job Functions:Athletic AdministrationCoordinate athletic eligibility and clearance processes, ensuring compliance with district policies and WIAA regulations.Verify completion of required documentation including physicals, insurance, residency verification, and participation forms.Maintain athlete data, rosters, and participation records in district and athletic software systems.Assist special populations, including homeschool and exchange students, with eligibility procedures.Maintain athletic insurance and participation records.Financial & Record ManagementCollect and receipt athletic and ASB fees; maintain accurate financial records and prepare daily deposits.Process purchase orders, invoices, and check requests; track athletic expenditures and payments.Maintain ticket inventories, seating assignments, and season pass sales records.Monitor and reconcile outstanding fines or equipment replacement fees.Event & Program CoordinationCoordinate logistics for athletic contests, tournaments, and hosted events, including scheduling ticket takers for home and district and state games.Arrange transportation and communicate schedule updates or cancellations with coaches, officials, transportation staff, and event personnel.Coordinate postseason travel, lodging, and meal arrangements.Prepare awards, certificates, rosters, and recognition materials for athletic programs.Support planning and implementation of athletic recognition events and banquets.Create gate boxes for games.Supports athletic department communications, including website updates, social media, and public information.Equipment & Operational SupportInventory and distribute athletic equipment and coordinate ordering, tracking, and returns.Coordinate photography schedules and athletic program communications.Customer Service & Office SupportServe as a primary contact for athletic program inquiries and provide information or referrals as appropriate.Assist with reception duties, phone coverage, attendance support, and general office operations.Provide assistance to students, staff, and visitors and respond to routine concerns or requests.Support administrative staff and provide coverage for office personnel as needed.Assist with student supervision or health room support when authorized.Other DutiesSupport transportation coordination for athletic and selected school activities.Perform related duties as assigned to support school and district operations.Required QualificationsHigh school diploma or equivalent.Experience in clerical, bookkeeping, or administrative support roles.Demonstrated customer service and organizational skills.Ability to maintain confidentiality and manage multiple priorities.Preferred QualificationsExperience in a school or athletic department setting.Knowledge of ASB accounting procedures and athletic eligibility requirements.Experience with student information and financial software systems.Experience with Canva, Skyward, Google Workspace, Arbiter, Final Forms, Rank OneKnowledge, Skills and AbilitiesStrong organizational and time-management skills.Effective written and verbal communication.Ability to work independently while managing multiple deadlines.Accuracy in financial and data entry tasks.Ability to interact positively with students, staff, families, and the public.Strong organizational and time-management skills.Effective written and verbal communication.Ability to work independently while managing multiple deadlines.Accuracy in financial and data entry tasks.Ability to interact positively with students, staff, families, and the public.Reports to: Building PrincipalCompensation and Benefits:The District complies with State Law regarding SEBB (School Employee Benefits Board) and DRS (Washington State Department of Retirement Systems) eligibility and benefits. If eligible, SEBB benefits include medical, dental, vision, life insurance, long-term disability, AD&D Insurance, Flexible Spending Arrangements (FSA), and Dependent Care Assistance Program (DCAP). Retirement benefits, if eligible, may include membership in SERS retirement plans in addition to voluntary Deferred Compensation Program and 403(b) Annuity enrollments. Pay scale based on the 2025/26 rates, 2026/27 rate TBD.Notice of Non-Discrimination:Chehalis School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, ethnicity, honorably discharged veteran or military status, sexual orientation, gender expression or identity, homelessness, immigration or citizenship status, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to youth development organizations listed in Title 36 of the United States Code as a patriotic society.Chehalis School District offers classes in many career and technical education (CTE) program areas, including Agriculture, Business and Marketing, Family and Consumer Sciences, Skilled and Technical Sciences, Health Sciences and STEM. Lack of English language proficiency will not be a barrier to admission and participation in career and technical education programs.The following employees have been designated to handle questions and complaints of alleged discrimination:El Distrito Escolar de Chehalis no discrimina en ningún programa o actividad por sexo, raza, credo, religión, color, origen nacional, edad, etnicidad, condición de veterano o estatus militar con baja honorable, orientación sexual, expresión o identidad de género, falta de vivienda, inmigración o estatus de ciudadania, la presencia de cualquier discapacidad sensorial, mental o física, neurodivergencia , ni por el uso de un perro guía o animal de servicio entrenado, y garantiza el acceso equitativo a las organizaciones de desarrollo juvenil enumeradas en el Título 36 del Código de los Estados Unidos como sociedades patrióticas.El Distrito Escolar de Chehalis ofrece clases en varias áreas con programas de educación vocacional y técnica (CTE), incluyendo Agricultura, Negocios y Mercadotecnia, Ciencias de la Familia y del Consumidor, Ciencias Técnicas y Calificadas, Ciencias de la Salud y STEM. La falta de dominio del idioma inglés no será una barrera para la admisión y participación en programas de educación profesional y técnica.Title IX Coordinator: Tommy Elder, 360-807-7235, telder@chehalisschools.orgSection 504/ADA Coordinator: Katie Howell, (360) 807-7245 option 3, khowell@chehalisschools.orgCivil Rights Compliance Coordinator: Leslie Wohld, 360-807-7200, lwohld@chehalisschools.orgCareer and Technical Education Coordinator: Don Bunker, 360-807-7235, dbunker@chehalisschools.org