PRIMARY FUNCTION: This position is responsible for assisting and supporting the Director and departmental staff with clerical and secretarial requirements, coordinating and organizing district athletic events and travel, as well as providing bookkeeping support for expenditures in the athletics and regular budget for K - 12 schools to promote the efficient and effective operation of the department.

REPORTS TO: Director of Health/Physical Education and Athletics

SALARY SCHEDULE: G-8

WORK DAYS: 250

REQUIREMENTS:

1. Education Level:

• High School Diploma
• Minimum 2 years post-secondary coursework

Preferred: Coursework or degree in secretarial science or business

Bachelor’s degree in a health-related field

• Experience, Skill, and Certification:

• At least three years of experience in a secretarial or high-level clerical role
• At least 2 years of bookkeeping service
• High level of proficiency in word processing, spreadsheet, and other office-related software packages
• Demonstrable skills in both oral and written communications, including the ability to draft correspondence for review by management
• Experienced in creating and managing budgets
• General knowledge of government agencies purchasing procedures
• Good organizational skills
• Experience with standard office equipment and procedures
• Ability to use judgment to make or recommend decisions related to escalation of issues or other related situations based on departmental, school or Board policy
• Ability to assist in organization of large-scale activities, i.e. tournaments, camps, meets, community events, etc

ESSENTIAL DUTIES:

• 
  Serves as the “first face and voice” of customer service for the department. Ensures that telephone calls are answered, screened and routed promptly, and that visitors to the office are greeted, signed-in, and directed to the proper place.
• Serves as a liaison between athletic directors, coaches, and other staff members.
• Assists in the preparation and completion of reports, communication to staff, and travel arrangements for athletic teams.
• Monitors balances in the athletics accounts and reports concerns to the Director on a regular basis.
• Maintains files and documents necessary to support district financial records related to athletic expenditures.
• Works in cooperation with personnel in the Division of Finance to facilitate timely transaction processing and accurate financial reporting in accordance with the applicable regulations.
• Prepares and maintains confidential records and reports pertaining to payroll, finance, and purchase orders routed through the office. Serves as a liaison with vendors and contractors for quotes.
• Assists with coordination and scheduling of special events, tournaments, and other athletic obligations.
• Obtains, gathers, and organizes pertinent data as needed, and puts it into usable form. Assists in researching and preparing varied reports, processing and monitoring work agreements, workflows, workflow approvals, and presentations.
• May have regular responsibilities that are specific to the department. These would be listed in an attached memo from the supervising administrator.
• Performs other duties as necessary for the effectiveness of the organization.

TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on the Grade (8) as determined by Human Resources and allowable experience. This is a 250 day position. Nonexempt

ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered “non-essential” in a specific situation. Any request for accommodation must be reviewed on an “individual case” basis.

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

OFFICE Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.