Secretary to Director of Student Activities

PRIMARY PURPOSE:

Assist the Director of Student Activities with correspondence and activities that

pertain to student participation in school activities as well as coordinating the U.I.L.

activities of students and sponsors.

QUALIFICATIONS:

Education:

High School graduate or certificate of high school equivalence (GED)

Experience/Licenses:

Secretarial experience, preferably in public education environment

Eligible for Notary Public, Eligible for state Paraprofessional Certification or such alternatives as may be acceptable to the district.

MAJOR RESPONSIBILITIES AND DUTIES:

• Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.
• Prepare daily and weekly bulletins.
• Notify custodial staff or maintenance of problems in building.
• Type applications for elections (cheerleaders, Student Council)
• Type ballots for all elections; count ballots and report results.
• Make bus packets for out-of-town games.
• Prepare for graduation (programs, walking line, packets, diplomas)
• Check eligibility for students participating in extra-curricular activities.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Sort, distribute, or deliver mail and other documents.
• Maintain confidentiality.
• Ability to use a personal computer with Microsoft Word, Excel, Access and other software programs that may be introduced.
• Other duties as may be assigned by the school principal or director of student activities.

NECESSARY SKILLS:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Demonstrated ability to operate a personal and mainframe computer and related software.
• Proficient typing, word processing, and file maintenance skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing.
• Knowledge of basic accounting principles.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.

ILLUSTRATIVE DUTIES OF THE STUDENT ACTIVITIES SECRETARY

I. Type and duplicate all work for the student activities program, using Microsoft Word, Excel, etc.

A. Handle all correspondence for the student activities director

1. Bulletins to bus drivers, sponsors, classroom teachers and students
2. General correspondence
3. Purchase requisitions for student activities
4. Transportation requests for student activities office
5. Reports to teachers/sponsors concerning their transportation for trips

B. Type and duplicate applications

1. Cheerleaders (Varsity, JV, Freshman)
2. Student Council Officers
3. Student Council Representatives
4. Class Officers
5. Class and School Favorites
6. King and Queen
7. DAR Recipient

C. Type and duplicate ballots for all elections

1. Cheerleaders (Varsity, JV, Freshman)
2. Student Council Officers
3. Student Council Representatives
4. Class Officers
5. Class and School Favorites
6. King and Queen
7. Football Sweetheart
8. Senior class flower, colors, song, motto

• Maintain class count for ballot purposes
• Count and distribute ballots to teachers for elections
• Count ballots for results

D. Type and duplicate programs for student activities

1. King and Queen's Coronation
2. Athletic Banquet
3. Commencement Program

E. Type and/or duplicate athletic schedules and rosters

1. Composite football, volleyball, boys and girls basketball, baseball, soccer, and softball schedules
2. Boys and girls track schedules
3. Boys and girls golf schedules
4. Boys and girls tennis schedules
5. All athletic and academic rosters.

F. Football Games

Home games
Notify Good Sportsmanship League delegates of time to be at the 50- yard line

Out-of-Town Games
Type transportation requests
Type bus memo and distribute to all bus drivers and sponsors
Organize meals for Friday night participants who are not athletics

G. Pep Rally

1. Notify cheerleader helpers of the time to be there.
2. Help put up equipment and see that everything in the gym is picked up after the pep rally.
3. Help cheer sponsor with pep rally agenda

H. Type daily bulletins with information concerning activities scheduled for the day and meetings that are to be held that day or the next day and reports of scores of volleyball games, baseball games, golf, track results as given by the coaches. Place copies of daily bulletin in teachers' workroom and e-mail to teachers, superintendent, and deputy superintendent each day.

I. Type weekly bulletins and distribute them to all teachers and administrators.

J. Notarize documents.

K. Graduation

1. Give out senior names for students to turn in with the names of walking partners.
2. Organize walking order for the distribution of diplomas.
3. Prepare senior walking line lists and calling lists.
4. Type graduation program.
5. Prepare graduation packets with diplomas, magna cum laude certificates, programs, souvenir diplomas, awards, etc.
6. Pull summer school diplomas from packets (and those students who cannot walk in commencement exercises).
7. Assist the Student Activities Director with preparations for the graduation ceremonies.

L. Activity Absences

Coordinate with the attendance office to send out daily lists of students missing class during the school day for an activity.

M. University Interschlastic League Duties

1. Type eligibility reports for all athletic sports.
2. Type eligibility reports for all academic, athletic or extracurricular clubs/teams.

II. Other duties assigned by the Student Activities Director

1. Maintain central files on all bulletins and information from the Student Activities Office.
2. Assist the director to check grade eligibility on students seeking student offices, Indianettes, Cheerleaders, etc.
3. Notify maintenance of problems with air conditioning, leaks, and other repairs that need to be made.
4. Assist teachers and administrators in faxing information. Deliver fax copies sent over the fax machine to people in our building.
5. Maintain the school calendar for student activities' planning by teachers, counselors', sponsors, etc., so that activities can be scheduled without conflicts.
6. Maintain the building calendar for the High School Auditorium, cafeteria, and gym use by teachers, counselors, sponsors, and persons in the community who rent our facilities such as the auditorium for dance recitals.

III. Other duties assigned by the school principal or director.

218 Days