Athletics, Facilities, & School Safety Secretary

SUMMARY

The Secretary of Athletics Facilities and School Safety plays a vital role in supporting the operational and administrative functions of Richmond Community Schools. This position provides clerical and coordination support to the Director of Athletics and Facilities and assists in ensuring the safe organized and efficient use of district buildings and grounds. This individual also maintains documentation and communication related to school safety protocols and serves as a key point of contact for athletic facility and security matters.

COMPENSATION AND BENEFITS
Compensation and benefits as outlined by the collective bargaining agreement between Richmond Community Schools and Secretarial Unit Teamsters State County and Municipal Workers Local 214 for 52-week employees.

KEY RESPONSIBILITES
Athletics

• create manage and post athletic coaching vacancies for the purpose of ensuring proper staffing levels.
• collect and process coaching evaluations to ensure compliance with Superintendents expectations.
• create and manage purchase orders through the districts financial software system (i.e. AS400) for the purpose of remaining within budget allocations.
• create manage and update athletic practice and game schedules as well as team rosters withing the districts facility use software system (i.e. Schedule Star) for the purpose of communicating event times and dates and rosters in a timely manner.
• create collect and manage athletic inventories for the purpose of maintaining current inventory.
• collect manage and update student-athlete physicals and emergency information through the districts athletic software (i.e. Family ID) for the purpose of ensuring compliance with MHSAA and district rules and regulations.
• confirm assignment of game officials and game start times with other districts for the purpose of ensuring official coverage and correct game information.
• confirm pay-to-participate collected fees match rosters and contact families of non-paid student athletes for the purpose of ensure project budgeted revenue is collected.
• create start-up cash boxes for gate receipt reconcile gate receipts and deposit funds received to ensure project budgeted revenue is collected and compliance with district policies.
• create home and away team rosters for the purpose of distribution at home games.
• Conformation and assigning required game workers (i.e. clock tickets booth chains etc.) for the purpose of ensure appropriate game personnel is available to run the event.
• Create and organize individual and team awards for the purpose of recognition at district events (i.e. banquet awards ceremonies etc.)
• Other duties as assigned.

Facilities

• assign custodial staffing including filling of absences and overtime for the purpose of ensuring adequate coverage.
• order manage distribute and track supply inventories (i.e. toilet paper paper towel cleaning supplies etc.) for the purpose of ensuring custodians have required supplies to complete their job.
• create and manage purchase orders through the districts financial software system (i.e. AS400) for the purpose of remaining within budget allocations.
• create HVAC schedules through the districts energy management system (i.e. WebCntrl) for the purpose of maximizing energy efficiency.
• monitor and respond to energy management system alarms and for the purpose of maintaining facility equipment.
• process custodial absence requests reconciletimesheets and assign work to custodians utilizing district systems for the purpose of accurately managing work schedules payroll records and workflow.
• process all building and field use requests throughout the district including assigning appropriate fees collecting insurance documentation and notifying and scheduling staff for the purpose of managing the districts facilities.
• Assigned and close-out workorders through the districts software (i.e. FMX) for the purpose of ensuring repairs are completed.
• create maintain and reconcile facility use invoices for the purpose of ensuring revenue received and accounted for.
• prepare and review bids specification and documentation for the purpose of compliance with Board Policy and purchasing regulations.
• coordinate and maintain appropriate documentation for inspections certifications and repairs of boilers fire suppression equipment/systems ice machine etc. for the purpose of ensuring safe and reliable equipment and facilities.
• maintain up-to-date Material SafetyDataSheets (SDS)for the purpose of ensuring compliance with federal state and local regulations.
• submit and process property loss reports for the purpose of insurance claims.
• prepare and provide training materials for general maintenance and custodial staff for the purpose of documenting training of custodians.
• Coordinating the maintenance and scheduling grass cutting snow plowing and distribution of flower bed and playground mulch for the purpose of maintain safe and well-manicured grounds.
• Other duties as assigned.

School Safety

• prepare and track the distribute of the districts Emergency Operations Plans for the purpose of ensuring staff have the tools needed to respond to a building or district crisis.
• order manage distribute and track personal protective equipment inventories (i.e. facemask gloves first aid kits etc.) for the purpose of ensuring resources are available for building and department programs.
• create and manage purchase orders through the districts financial software system (i.e. AS400) for the purpose of remaining within budget allocations.
• process student and employee accident and incident reports for the purpose of ensuring the safety and well-being of staff and students.
• coordinate training of district emergency systems (i.e. fire alarm panels public address system walkie-talkies etc.) for the purpose of ensure staff have the tools and knowledge to implement emergency protocols.
• Confirming and documenting the completion of building emergency drills for the purpose of ensuring compliance with State and local regulations.
• Coordinate building and grounds inspections (i.e. bleachers playground etc.) for the purpose of ensuing safe facilities.
• Other duties as assigned.

General Administrative Duties

• Prepare agendas documents and meeting minutes as required.

• Answer phone calls greet visitors and provide excellent customer service to students staff parents and community members.

• Maintain organized filing systems (paper and digital) for athletic facility and safety records.

• Perform other clerical tasks as assigned by the Director of Athletics and Facilities or Superintendent.

QUALIFICIATIONS
Education and Experience

• High school diploma or equivalent required; Associates degree or relevant coursework in office administration preferred.

• Prior experience in a school or public-sector office environment preferred.

Skills and Abilities

• Proficient in Microsoft Office Suite and school management systems.

• Exceptional organizational skills with the ability to multitask and prioritize.

• Strong interpersonal and communication skills; ability to work collaboratively with staff students and the public.

• Knowledge of basic budgeting scheduling and office procedures.

• Familiarity with athletics programs facility scheduling or school safety protocols is a plus.

WORKING CONDITIONS

• Office environment with frequent interaction with students staff and visitors.

• Occasional evening or weekend hours for events or emergency response needs.

• May require light lifting walking to facilities and standing during events.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents staff and students. Ability to pass a skills test in this area.

MATHEMATICAL SKILLS: Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs. Ability to pass a skills test in this area.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to pass a skills test in this area.

OTHER SKILLS and ABILITIES: Demonstrate ability to operate a personal computer and related software. Ability to develop effective working relationships with students staff and school community. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to demonstrate proficiency in Microsoft Office. Ability to pass a skills test in this area.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is almost continuously required to sit and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and continuously will repeat the same hand arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision depth perception and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is acceptable to this environment. However the noise level can vary depending upon daily activity but will remain within the acceptable noise level range. The employee continuously is interacting with the public staff and students. The employee frequently will be required to meet multiple demands from several people.

APPLICANT SUBMISSION

Anyone interested in applying for this position should submit an application via TalentEd online application system at this link: may be directed to:

Brian J. Walmsley Superintendent/Interim Director of Human Resources

NON-DISCRIMINATION STATEMENT

In compliance with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 Section 504 of Rehabilitation Act of 1973 the Age Discrimination Act of 1975 Title II of the Americans with Disability Act of 1990 and Elliott-Larsen Civil Rights Act of 1977 it is the policy of the Richmond Community School District that no person shall on the basis of race color religion military status national origin or ancestry sex disability age (except as authorized by law) height weight or marital status be excluded from participation in be denied the benefits of or be subjected to discrimination during any program activity service or in employment. Should you need to contact someone about discrimination of any kind in the school district contact the Superintendent at 35276 Division Richmond MI 48062.