Athletics Department Administrative Assistant- Building Float

PURPOSE STATEMENT

The Athletic secretary will have assignments and duties that are associated with operation of the Athletic programs including but not limited to athletic programs, game schedules, communication/customer service representative and student recordkeeping.  This role includes the maintenance of confidential student records and more direct contact with students, parents/guardians, and coaches associated with athletics. 

ESSENTIAL FUNCTIONS

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by this position.

• Prepares various types of correspondence and reports (e.g. state/federal reports; bulletins; notices; etc.) 

• Maintains various types of athletic records (e.g. Coach/Trainer attendance records; immunization/physical records, grades and transfer information; etc.)

• Maintains student and/or staff data (e.g. students' performance stats) in required computer programs.

• Knowledge of modern record keeping

• Familiarity with the laws, regulations, procedures and policies related to school-based athletics

• Ability to follow oral and written instructions

• Ability to keep financial records, prepare reports with integrity, and good judgement 

• Ability to keep information confidential.

• Orders various athletic and/or student materials (e.g. training materials, supplies, etc.)

• Other duties as assigned

Customer Services:

• Acts as the liaison between the District's athletics programs and the general public by researching and conveying information concerning rules, regulations, policies, and laws
• Maintains internal and external communication
• Keeps athletic information confidential.

• Processes, receives, sorts, and distributes a variety of correspondence, deliveries and mail.

• Responds to requests for information from staff and the general public.

• Answers routine questions.

• Directs visitors to appropriate locations.

• Maintains regular attendance and punctuality.

• Assists other personnel as may be required for the purpose of ensuring an efficient and effective working environment.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

Knowledge of standard clerical procedures, excellent grammar (oral and written), proper phone etiquette, Microsoft Office (including but not limited to Word, Excel, PowerPoint, Publisher), and standard filing systems; operate standard office equipment; accurately prepare, create, and edit memos, flyers, reports, letters and other documents, maintain complex student databases and information systems, learn new information systems as needed; communicate effectively in oral and written form; proofread material and make necessary corrections; utilize time management skills to organize and prioritize work, understand and apply rules, laws, and procedures; work independently, maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public.  Applicants should be extremely computer literate.

Ability to:

• Learn and process information quickly.

• Computer hardware, software and peripherals used to maintain logs, databases and routine correspondence.

• Enter student and school data with accuracy.

• Establish and maintain effective working relationships with employees, students, parents, and the public.

• Handle multiple tasks simultaneously.

• Work without close supervision; perform satisfactorily under pressure and with frequent interruptions.

• Communicate effectively in writing or orally to sufficiently exchange or convey information and to receive work direction.

• Use interpersonal skills to interact with coworkers, supervisor, the general public, etc. 

EDUCATION AND E