drjobs LISD Athletics - Athletic Secretary (1)

LISD Athletics - Athletic Secretary (1)

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1 Vacancy
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Job Location drjobs

Livingston, MT - USA

Monthly Salary drjobs

Not Disclosed

drjobs

Salary Not Disclosed

Vacancy

1 Vacancy

Job Description

Job Title: Secretary to Athletics Dept. /AD Exemption Status: Nonexempt

Reports to: Athletic Director Date Revised: 08/05/2024/224 days

Dept. /School: Assigned Campus


Primary Purpose:

To expedite the daily activities of the Athletic Department working with the front office of LISD Athletics Central Office Administration student-athletes teacherscoaches and parents and to assist necessary for the Director of Athletics in completing the responsibilities of his/her job efficiently and effectively.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

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

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

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

Effective organizational communication and interpersonal skills

Experience:

2-3 years of secretarial experience preferred

Major Responsibilities and Duties:

Records Reports and Correspondence:

  1. Prepare athletic department communications correspondence forms manuals reports purchase orders and payment authorizations following district standards and requirements. Prepare instructional materials as requested.
  2. Maintain daily coaches and student attendance logs and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit it to the central office according to established procedures and deadlines.
  3. Maintain the athletic department calendar of events and communicate weekly with the LISD communication department.

Compile maintain and file all reports records and other documents as required. Maintain student records in accordance with established procedures. Compile and record all student-athlete compliance forms as assigned which includes grade checks and records of all grade check periods and coaches responsible for verifying eligibility.

Reception and Phones:

  1. Receive incoming calls take reliable messages and route them to appropriate staff.
  2. Assist student-athletes teachers/coaches and parents as needed.
  3. Schedule meetings and appointments and maintain a calendar with attendance verification for the athletic director.

Accounting and Inventory:

  1. Prepare and make cash deposits for activity account(s). May be responsible for the maintenance of activity check register(s) and ledger(s).
  2. Assist with athletic budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive store and issue supplies and equipment.
  3. Maintain inventory of fixed assets equipment and supplies.

Other:

  1. Assist with planning preparation and setup of teacher/coach meetings and athletic department activities.
  2. Sort distribute or deliver mail and other documents.
  3. Organize and complete the transportation schedule for each athletic season.
  4. Organize the scheduling of officials for all home athletic competitions.
  5. Assist in the Athletic Department scheduling/canceling/postponing and rescheduling of athletic competitions.
  6. Organize the scheduling of event staff for all athletic competitions at home that require tickets.
  7. Prepare the press releases necessary for purchasing season tickets for athletic competitions and ordering and selling those tickets.
  8. Complete the ticket sales reports for each athletic competition with gate receipts.
  9. Complete all necessary information to deposit gate receipts.
  10. Organize and record individual pay vouchers for all officials and prepare an end-of-season report for the business department.
  11. Maintain the schedule of building facilities in coordination with the respective building administrators.
  12. Assist the booster clubs as necessary.
  13. Record and forward accident reports to the principals secretary.
  14. Prepare type and mail notices of meetings as requested to identify participants.
  15. Assist all coaches teachers Athletic Department staff and other Athletic Directors as needed.
  16. Answer the phone and greet people in a friendly and courteous manner.
  17. Maintain professional confidentiality in all matters.
  18. Answer the phone and greet people in a friendly and courteous manner.
  19. Perform other duties as assigned by the Livingston ISD Director of Athletics.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

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

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

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

Environment: May work extended or irregular hours

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

Evaluation:Performance to be evaluated annually in writing by the Livingston ISD Director of Athletics.

THE LIVINGSTON INDEPENDENT SCHOOL DISTRICT DOES NOT DISCRIMINATE ON THE BASIS OF RACE COLOR GENDER RELIGION NATIONAL ORIGIN AGE DISABILITY OR ANY OTHER BASIS PROHIBITED BY LAW.

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. You understand that supplemental duty assignments may be modified or discontinued at any time for any reason or no reason at all at the sole discretion of the District and that the Board of Trustees may change modify or eliminate the stipend for supplemental duties at any time. This job description may not be modified in any way without the written consent of the Director of Personnel LISD.

Special Funding: If my position is funded by grants federal funding or other special funding I understand that my employment is expressly conditioned on the availability of full funding for the position. If full funding becomes unavailable my employment is subject to termination or non-renewal as applicable.

Employment Type

Full-Time

Company Industry

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