Secretary to Executive Director of Athletics

POSITION TITLE: Secretary to Executive Director of Athletics

EXEMPTION STATUS: Non-Exempt

REPORTS TO: Executive Director of Athletics

TERMS OF EMPLOYMENT: 12 months

Primary Purpose

Facilitate the efficient operation of the athletics office and provide clerical services to department administrators.

Qualifications

Education/Certification

High school diploma or GED

Special Knowledge/Skills

Ability to use computer and software to develop spreadsheets, databases, and perform word processing

Proficient keyboarding and file maintenance skills

Effective organizational, communication (verbal and written), and interpersonal skills

Basic math skills

Minimum Experience

Three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Financial Ethics

• Comply with all policies and procedures; internal controls; board policies; and state, local, and federal laws as they pertain to the financial affairs of the district.
• Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.
• Act in an ethical and honest manner in all business transactions of the district.
• Maintain confidentiality of all data, files and general financial information of the district.
• Safeguard against unauthorized access to assigned computer system and electronic data.

Office Management and Clerical Support

• Organize and manage the routine work activities in the department.
• Receive calls and faxes, take reliable messages, and route to appropriate staff.
• Receive, sort and distribute mail and other documents.
• Maintain schedule of appointments and make travel arrangements for administrators and other staff.
• Oversee travel arrangements for coaches and teams.
• Coordinate projects within the department.
• Schedule game workers for sporting events.
• Assist department staff with projects and perform duties in their absence as needed.
• Assist with communication, tasks, and issues related to the department.
• Maintain confidentiality of information.

Records, Reports and Correspondence

• Prepare correspondence, forms and reports for the department.
• Assist in compiling information and data for preparing various reports.
• Maintain physical and computerized department files.
• Prepare agenda items for meetings.

Budget and Accounting

• Assist with preparation of the department budget.
• Perform bookkeeping tasks to maintain department budget, process requisitions, and reconcile accounts.
• Assist coaches and staff with purchasing procedures and budget concerns.
• Maintain the football season ticket file, sell tickets and prepare ticket booths for operation by equipping ticket sellers with audited tickets and cash bags.
• Compile and submit payroll reports for department staff, officials, and event staff.

Professional Growth and Development

• Keep informed and comply with federal, state and local policies and regulations concerning job functions.
• Participate in professional learning, training programs, staff meetings, and special events as assigned.

Communication

• Articulate the district's mission and goals to the community and solicit community support.

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including computer, peripherals, and telephone
• Posture: Moderate sitting/standing/walking, kneeling/squatting, bending/stooping, pushing/pulling, twisting
• Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension
• Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance
• Environment: Work is performed in an office setting and at athletic facilities; occasional in district travel; occasional irregular and/or prolonged hours
• Mental Demands: Maintain emotional control under stress, work with frequent interruptions