Administrative Assistant to the Activities Director / Building Secretary Support

ADMINISTRATIVE ASSISTANT TO THE ACTIVITIES DIRECTOR / BUILDING SECRETARY SUPPORT Purpose Statement The job of Administrative Assistant to the Activities Director/Building Secretary Support was established for the purpose/s of providing administrative and secretarial support to the Activities Director and Activities Department; assisting with the coordination and operation of activities and events; monitoring assigned activities; maintaining accurate records and financial information; and providing information, recommendations and/or direction as requested by the Activities Director. This job reports to the Activities Director and Building Administrator Essential Functions Answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages. Collects payments for a variety of activities and events (e.g. activity fees, fines, event admissions, fundraisers, etc.) for the purpose of completing transactions and/or securing funds. Compiles data from a variety of sources (e.g. budget reports, activity account information, specialized reports, personnel records, requisitions for supplies, etc.) for the purpose of complying with financial, legal and/or administrative requirements. Coordinates a variety of projects, functions and/or program components (e.g. athletic and activity events, meetings, travel and accommodations, schedules, activity registrations, facility use, event preparation, staff meetings and other department functions, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. Distributes items within the site (e.g. mail, special deliveries, messages, event materials, schedules, etc.) for the purpose of ensuring receipt to the appropriate addressee. Maintains a wide variety of manual and electronic documents, files and records (e.g. activity schedules, financial records, purchase orders, eligibility records, event information, personnel records, reports, correspondence, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Maintains the facilities use and events calendars for the purpose of coordinating building use, activities, athletic events, meetings and other scheduled functions. Monitors a variety of activities on behalf of the Activities Director (e.g. activity account balances, purchase orders, event schedules, facility use, registrations, required forms, etc.) for the purpose of achieving goals and meeting target dates. Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the Activities Department. Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, scanning, correspondence, etc.) for the purpose of supporting department and building operations. Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, schedules, reports, handbooks, purchase orders, forms, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines. Procures supplies and materials for the purpose of maintaining availability of required items for activities, events and department operations. Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, coaches, sponsors, parents, students, officials, vendors, community members, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties. Supports the Activities Director and assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities. Supports the coordination and preparation of athletic and activity events (e.g. schedules, programs, rosters, tickets, event materials, officials, facility arrangements, etc.) for the purpose of ensuring events are organized and conducted in accordance with established procedures. Assists with the processing and maintenance of activity-related financial transactions and records for the purpose of ensuring accurate accounting and compliance with district procedures. Assists coaches, sponsors, students and families with activity-related forms, registrations, schedules and information for the purpose of facilitating participation in district activities. Other Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; maintaining accurate financial and activity records; coordinating schedules and events; and preparing and maintaining accurate records. KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; basic bookkeeping and financial recordkeeping; and general office procedures. ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; maintain accurate records; communicate effectively with a variety of individuals; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; coordinating multiple activities; and establishing and maintaining effective working relationships. Responsibility Responsibilities include: working under limited supervision using standardized practices and/or methods; coordinating activities and events; maintaining financial and activity records; and monitoring assigned department functions. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization's services. Working Environment The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally, the job requires 50% sitting, 25% walking, and 25% standing. The job is performed under conditions with some exposure to risk of injury and/or illness. Experience Job-related experience with increasing levels of responsibility is desired. Education High School diploma or equivalent. Equivalency None Specified Required Testing None Specified Continuing Education / Training None Specified FLSA Status Non-Exempt Employment Status Part-Time Benefits Wyoming Retirement and Paid Time Off. Certificates & Licenses None Clearances Criminal Justice Fingerprint Background Clearance Salary Schedule Classified – Group C #J-18808-Ljbffr Sylvania