Athletic Administrative Assistant

Primary Purpose:

Under supervision of the Campus Athletic Coordinator and Principal provide bookkeeping, reception and clerical assistance for the efficient operation of the campus athletic office.

Education / Certification:

1. High School Diploma or GED.

Special Knowledge / Skills:

1. Proficient keyboarding skills.
2. Experience using Microsoft Office to include Word, and Excel.
3. Effective organization, communication, and interpersonal skills.
4. Ability to follow written instructions.
5. Ability to operate a multi-line phone system.
6. Basic math skills.

Experience / Other Requirements:

1. One year of office experience, to include accounting/bookkeeping, preferably in a public education environment.

Major Responsibilities and Duties:

Athletic Events / Accounting

1. Manages Ticket Tracker, online ticketing software, for the campus to ensure accurate ticket sales and to maintain an accountability of funds. Responsible for the Ticket Tracker set-up before and after the athletic event.
2. Maintains complete and systematic records of campus athletic financial transactions according to established procedures and generally accepted accounting principles.
3. Processes and accounts for all money generated and distributed through campus athletic activities, including receipt of cash and preparing and making cash deposits.
4. Enters purchase orders for campus athletics and performs routine bookkeeping tasks.
5. Prepares gate boxes for all athletic events and processes direct pay requests for officials.
6. Coordinates travel and lodging for out of town athletic events.
7. Assists with the scheduling of game help and ensures appropriate training for staff.
8. Assists with the preparation of UIL forms, reports, and sports schedules, as needed.
9. Assists with inventory of athletic equipment and supplies, as needed.

Reception and Phones

1. Answers all incoming calls, take reliable messages, and route to appropriate staff.
2. Greets and directs campus visitors.
3. Handles upset patrons/parents in a professional manner as needed.
4. Assists parents in checking students in and out of school.
5. Receives, sorts, and distributes mail, messages, documents, and other deliveries.

Other

1. Assists with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
2. Provides clerical assistance as needed.
3. Maintains confidentiality.
4. Responsible for properly maintaining district records, adhering to all policies set forth by the district for records maintenance and learning the records retention schedule for department records.
5. Performs other duties as assigned.

Supervisory Responsibilities:

None.