Secretary Athletics / Fine Arts

Job Title: Athletics/Fine Arts Secretary Exemption Status/Test: Nonexempt

Reports to: Director of Athletics/High School Principal Date Revised: 1/29/2025

Dept./School: Assigned Campus/Athletics/Fine Arts
Primary Purpose:

Ensure efficient operation of school administrative offices, athletics, and fine arts by providing assistance for school's administrative staff.
Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to understand and follow detailed written and verbal instructions

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

Ability to follow verbal and written instructions

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

Effective organizational, communication, and interpersonal skills

Experience:

One to three years of job related experience, preferably in public education environment

Experience with event planning
Major Responsibilities and Duties:
Reception and Phones

1. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
2. Greet and direct campus visitors. Maintain visitor log and issue visitor passes.
3. Assist parents in checking students in and out of school.
4. Receive, sort, and distribute mail, messages, documents, and other deliveries.
5. Prepare written correspondence, forms, schedules, or reports.
6. Monitor and process personnel time records including leave requests and reports.
7. Compile information and submit to central office according to established deadlines.
8. Maintain school/athletics/fine arts calendar of events.

Other

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Update handbooks, policy manuals, and other documents as assigned.
3. Assist with planning, preparation, and setup of campus activities and special events.
4. Provide clerical assistance as needed including assisting with the scheduling of appointments.
5. Compile, maintain, and file all reports, records, and other documents as required.
6. Maintain confidentiality.
7. Follow district safety protocols and emergency procedures.
8. Perform other such tasks that may be assigned by the principal

Supervisory Responsibilities:

None
Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Multi-line phone system; 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 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.