Job Title: Secretary to Director of Athletics

Exemption Status/Test:Nonexempt

Reports to:Athletic Director/Business Manager

Dept./School:Central Office

Primary Purpose:

Under moderate supervision respond to inquiries from staff students parents and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the central administration office. Provide clerical services for athletic staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to operate multi-line phone system

Ability to use software to develop spreadsheets databases and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Effective public relations organization communication and interpersonal skills

Ability to speak read and understand English

Ability to read and comprehend instructions

Ability to perform a variety of tasks often changing assignment on short notice

Ability to effectively present information in one-on-one situations

Proficient in keyboarding 10-key numerical data entry and file maintenance

Experience:

One year of secretarial/bookkeeping experience preferred

Major Responsibilities and Duties:

Reception and Phones

1. Receive and direct incoming calls take reliable messages and route to appropriate staff.
2. Schedule meetings and appointments and maintain calendar for Athletic Director.
3. Assist coaches students and parents as needed.
4. Greet visitors (e.g. public parents students substitutes vendors etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
5. Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
6. Receive deliveries and disseminate materials and information to the appropriate parties.

Records Reports and Correspondence

1. Prepare campus communications correspondence forms manuals reports and payment authorizations following district standards and requirements.
2. Monitor and collect time records for athletic games game events coaches and reports. Compile information and submit to payroll according to established procedures and deadlines.
3. Maintain school calendar of events.
4. Compile maintain and file all reports records and other documents as required. Maintain UIL student records according to established procedures.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain budget records.
2. Prepare and process purchase orders.
3. Receive store and issue supplies and equipment.
4. Assist with planning preparation and setup of coaches meetings and activities.
5. Assist with budget preparation and maintain accurate records of expenditures.
6. Assist with audit preparation of financial records.
7. Manage credit card distribution and balances.
8. Reconciliation of athletic financial accounts with purchase order expenditures.
9. Maintain inventory of fixed assets equipment and supplies.

Other

1. Provide clerical assistance as needed.
2. Sort distribute or deliver mail and other documents.
3. Update athletic handbooks policy manuals and other documents as assigned.
4. Maintain confidentiality.
5. Follow district safety protocols and emergency procedures.
6. Has regular in person attendance and complies with notification procedures for absences.
7. Perform other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including reaching; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Director