JOB TITLE: Secretary to Director of Athletics
DUTY DAYS: 240 Days
PAY GRADE: C05
Primary Purpose:
Facilitate the efficient operation of the Athletic Department by assisting the Athletic Director and Assistant Athletic Director with planning and implementing all athletic functions within the district
Qualifications:
Education/Certification:
Special Knowledge/Skills:
- Proficient skills in word processing, database, and spreadsheets
- Excellent communication, organizational and interpersonal skills
- Proficient math and grammar skills
- Ability to maintain confidentiality
- Serve as a positive liaison between parents and athletes in the office, as well as in the community
Experience:
- Two or more years of secretarial experience, preferably in the public school setting
MAJOR RESPONSIBILITIES AND DUTIES:
- Prepare athletic budget for the athletic office, high schools and intermediate schools.
- Maintain multiple financial records and budgets.
- Prepare financial reports for all athletic events in the district.
- Initiate purchase orders, check requests, travel advance requests and work orders.
- Type all correspondence, schedules, etc. for Athletic Director, Assistant Athletic Director and coaches.
- Verify and coordinate with the assistant principals on athletic awards, letters, and certificates and arrange fitting of athletic jackets and ordering jackets.
- Maintain petty cash for department.
- Deposit all funds and request payments through athletic activity account.
- Handle questions from parents, general public, teachers, counselors, and administrators concerning all sports activities.
- Assist in compiling information and preparing reports, as needed.
- Establish, organize and maintain personnel file for all coaches.
- Train all new coaches on proper office procedures and the internet assistant coach website.
- Review all transportation billings.
- Compile data for UIL requirements on teams and number of students.
- Submit and pay all entry fees for all athletic events.
- Review purchase orders to make sure coaches are following bid ordering laws.
- Provide campuses with eligibility calendar each year.
- Meet task completion deadlines established by supervisor.
- Provide input for performance evaluation of coaches pertaining to paperwork for their sport.
- Distribute UIL information to all coaches.
- Enter payroll (custodial, overtime).
- Enter absences and vacation for athletic office personnel.
- Conduct special projects and perform other duties as assigned by the Athletic Director and the Assistant Athletic Director.
WORKING CONDITIONS:
Mental Demands:
Ability to communicate effectively (verbal); maintain emotional control under stress; interpret policy, procedures, and data; coordinate district functions
Physical Demands/Environmental Factors:
Frequent prolonged and irregular hours; Repetitive hand motions; prolonged use of computer; steady phone interactions; moderate standing, walking, and bending
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