Part-Time Extra Curricular Secretary

Part-time position

Job Title: Athletic Department Secretary Exemption Status: Exempt
Reports to: Dir of Athletics Pay Grade: Clerical - Two
Dept./School: High School Campus Revised: June 2018
Primary Purpose:
Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient skills in keyboarding data entry word processing and file maintenance
Ability to use software to develop spreadsheets and databases and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Basic math skills
Effective communication and interpersonal skills
Experience:
Clerical experience in office setting preferred
Major Responsibilities and Duties:
Records Reports and Correspondence
1. Prepare correspondence handbook forms reports manuals and presentations for the athletic director and other department staff members.
2. Compile maintain and file all financial and game reports records and other documents as required.
3. Prepare and maintain all UIL eligibility and submit forms for athletic waivers foreign exchange waivers previous participation forms and district athletic department reports and information.
4. Order and coordinate season football tickets sell weekly football tickets and coordinate ticket sales with all campuses and Friday Night home football games.
5. Initiate purchase orders check requests travel requests and department maintenance and technology work orders.
6. Receive all items/deliveries for athletic department.
7. Prepare and audit cash boxes for all athletic events.
8. Secure gate workers for all athletic events.
Linda Case
9. Assist with deposit of all funds prepare/review all purchase orders and maintain petty cash department funds.
10. Handle questions from parents general public teachers counselors and administrators concerning all sports activities.
11. Maintain and prepare all pay records for game officials and district workers.
12. Assist Safety Director to ensure all home events are covered with security officers.
13. Assist with collection and deposit of athletic department camp fees and other funds as needed.
14. Assist in making arrangements for all play-off games in all sports.
15. Help distribute UIL information to all coaches.
16. Maintain confidentiality of information.
17. Perform other duties as may be assigned.
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 including 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; occasional district wide travel
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:

Junior IC