Secretary, Athletics - Activities

Secretary, Athletics/Activities - High School

Operating under the general supervision of the school's Athletic Director, the employee will provide a variety of secretarial supports to the school's Athletic Department. This position is often a first point of contact for the staff, students, parents, volunteers, and general public regarding school Athletics and related Activities and must work cooperatively to facilitate these activities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintains a consistent communication flow with students, parents, administration, coaches, media, and other interested parties regarding school athletic/activity events and programs. Communication channels utilized cover a variety of platforms including in person conversations, media interviews, telephone calls, various written communications, Web based updates, and others. This employee also updates and oversees the school's on-line athletic website and registration process for students and parents.

Monitors students' athletic eligibility status weekly and maintains all eligibility records. Runs ongoing eligibility reports including attendance and grades as well as tracking athletic suspensions. Issues "excused" reports for sports and school event participants. Duties also include tracking all athletic and activity absences for students and staff and communicating eligibility/suspension status with students and parents.

Other responsibilities include preparing and submitting various reports for the school, district, and Colorado High School Athletic Association (CHSAA). Performs a variety of monetary duties including; collecting and managing game vouchers, checks, and student athletic fees. Compiles daily cash and ticket sales reports and is responsible for the preparation and submission of athletic/activity deposits according to district policy. Reconciles coaches' travel expense receipts with travel vouchers. Responsible for the payment of district employees and other workers of athletic/activity events. Prepares and oversees the cash drawers and/or registers for home events. Compiles and maintains student athlete medical records while ensuring record confidentiality and according to district policy. Student athlete medical records include but are not limited to eligibility physicals, medical emergency binders, travel binders, contact information, medical injury reports, and Return-To-Play verifications. Responsible for weekly defibrillator (AED) checks. Works with the school athletic trainer and school nurse as needed for student athletes. Coordinates with the Athletic Administrative Assistant on athletic travel arrangements. Initiates travel request documentation and verifies travel arrangements inside and outside the district. Arrangements include but are not limited to assisting with schedules, travel rosters, travel expenses, travel notifications. Oversees scheduling home event workers and volunteers. Maintains and is the point of contact for the school's Master Calendar regarding all building and grounds usage. Master Calendar includes room/auditorium reservations and outside facilities usage for both in district and out of district users. Tracks and monitors building key inventory log as well as tracking and disbursing incoming and outgoing athletic inventory. Perform other duties as assigned.

High school diploma or equivalent and including courses in office technology and office skills. A minimum of one year clerical and/or secretarial experience. Experience in a school environment preferred. Criminal background check required for hire. Valid Colorado driver's license.

Well-developed customer service and public relations skills. Strong oral communication and phone etiquette skills. Strong written communication skills. Personal computer and keyboarding skills. Basic math and bookkeeping skills. Interpersonal relationship building skills. Ability to manage multiple priorities with frequent interruptions. Ability to maintain confidentiality in all aspects of the job. Ability to promote and follow Board of Education policies, District building and department policies and procedures. Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds. Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator. Operating knowledge of and experience with personal computers and peripherals. Operating knowledge of and experience with typical office equipment, such as copier, fax machine, scanner, etc. Operating knowledge of and experience with office software such as word processing, spreadsheets, and email. Operating knowledge of and experience with student information software & athletic website software required within three months of hire.