Admin Asst to Athletics- RHS (2025-2026 School Year)

HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

Position:

Administrative Assistant II Athletics

Reports to:

Principal and/or Athletic Director

Contract:

220 Days

Salary Scale:

Administrative Assistant II (C7)

FLSA Status:

NonExempt

Revised:

7/2015 4/2024

POSITION SUMMARY:

Provides secretarial support to the Athletic Director and Coaching staff through a variety of office procedures including typing computer applications clerical and other related administrative duties. Assist the Principal and Athletic Director in fulfilling duties as Treasurer of the Valley District and Region 4A North of Virginia High School League. *

*Additional compensation is provided by the Valley District and Region to cover duties performed on behalf of the organizations as set forth in the organizations respective handbooks.

QUALIFICATIONS:

1. Any combination of education and experience equivalent to graduation from high school supplemented by courses in business mathematics and accounting with experience in general office work.
2. General knowledge of clerical/accounting/data base management/records management as well as standard office procedures and practices. Proficiency and advanced knowledge preferred.
3. Evidence of proficiency in spoken and written communication to express and/or exchange ideas.
4. Ability to establish and follow detailed work procedures with speed and accuracy.
5. Evidence of successful work in a setting involving confidentiality issues and access to sensitive information.
6. Emotionally mature objective and sensitive to people and their concerns with evidence of work in a diverse environment. Able to handle responsibility work independently maintain trust and confidentiality and maintain collaborative working relationships with students families and coworkers. Effectively demonstrates the ability to perform the essential functions.
7. Experience working directly with individuals and families from diverse racial ethnic and socioeconomic backgrounds.
8. Familiarity with equity and inclusion frameworks. Models nondiscriminatory practices in all activities. Respects the worth dignity and individual differences of others.
9. Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
10. Excellent interpersonal skills.
11. Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office Google Workspace and email.
12. Demonstrated leadership qualities and personal characteristics necessary for working effectively with students teachers administrators and the community.

ESSENTIAL FUNCTIONS:

1. Type and/or mail all athleticrelated items (i.e. rosters schedules reports correspondence etc.).
2. Compile and maintain eligibility lists checks grades for athletes and complete eligibility reports.
3. Assist with inventories files and recordkeeping.
4. Request quotes or bids and prepare Purchase Orders as assigned by the Athletic Director for the purposes of procuring necessary equipment and materials for Athletic programs and teams to include preparation of necessary paperwork as far in advance as possible to facilitate timely notification and approval signatures.
5. Arrange all team travel needs for Athletic and Academic teams through Harrisonburg City Public Transportation. Coordinate leave and return times with Coaching staff.
6. Assist Athletic Director in preparation monitoring and reconciliation of Athletics annual budgets as assigned.
7. Prepare programs rosters and promotional items for sports events.
8. Coordinate with Athletic Booster Club members and officers any needs they may have from the Athletics Office including fiscal transfers between Boosters and Athletics.
9. Create and issue Valley District athletic passes to member schools and to Harrisonburg High School recipients as directed.
10. Assist with the coordination and scheduling of seasonal Safety Meetings to include preparation of printed materials and verification of athlete and parent attendance.
11. Assist the Streaks Club with athletic information as needed.
12. Assist with production of the sports media guide booklet and gameday publications to include layout and printing with local printshops.
13. Assist with recruitment and assignment of personnel to work as ticket sellers ticket takers crowd supervisors scorers timers and announcers for game management duties as needed; to include schedule coordination and adjustments due to rescheduling needs.
14. Prepare ticket selling materials for all sports events to include preparation of purchase order for change fund ticket boxes accounting forms and reports and tickets.
15. Count athletic event proceeds after sporting events and submit to high school fiscal agent for verification and deposit.
16. Dispense athletic information to coaches and faculty.
17. Collect parking fees from students and issue parking decals to high school students and staff. Maintain an updated database of current parking information.
18. Assume responsibility for and participates in staff development (professional growth) and training to keep materials supplies and skills uptodate.
19. Follow appropriate safety and fiscal procedures and properly maintains equipment.
20. Answer Athletics telephone line and serve as first line of contact for Athletic Department on a daily basis.
21. Respond to telephone email and inperson requests inquiries and questions in a professional polite and responsive manner.
22. Participate in the monthly Main Receptionist coverage rotation with other building Administrative Secretaries.
23. Demonstrate good attendance and punctuality according to assigned work schedule which may be variable at times.
24. Takes all industry standard precautions to protect students staff equipment materials and facilities.
25. Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials supplies and skills uptodate.
26. Follows appropriate safety procedures and properly maintains equipment.
27. Actively participates in and attends all required meetings.
28. Maintains confidentiality when appropriate.
29. Complies with and supports school division policies regulations procedures and the HCPS Strategic Plan.
30. Effectively performs other duties as assigned by immediate supervisor.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work lifting up to 25 pounds occasionally and/or up to 10 pounds frequently. Regular travel throughout the school and effectively interact with students staff and the school community. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.

Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data determining the accuracy and thoroughness of work and observing general surroundings and activities; and subject to inside and outside environmental conditions