Athletic Secretary

Administrative Assistant II (Athletics)

Location: William Tennent High School

Terms of Employment: 260 days

Time: Monday - Friday, 40 hours per week

Full-Time with benefits

Employee Group: Support Staff

Pay Range: Min: $22.13 Mid: $26.56 Max: $30.98

FLSA: Non-Exempt

Job Goal: To assure the smooth and efficient operation of the Centennial School District Athletic office and to continuously improve efficiency and accuracy in the performance of job responsibilities.

Essential Functions:

• Provides administrative support to the Centennial School District Athletic Department.
• Performs a higher level of athletic office duties, including but not limited to telephone/e-mail, intercom message systems, mailing duties, administrative assistant duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records, and monthly reports.
• Ensures equipment in the work area is kept stocked with paper, ink, toner, or similar items necessary for their daily use and maintained in working order, addresses minor malfunctions, places work orders, and makes service calls as necessary when malfunctions cannot be handled in-house. Controls and maintains inventory of office supplies and equipment.
• Maintains confidentiality with all Centennial School District Athletic Office information, including department/building and school population information.
• Processes incoming and outgoing mail, including first-class mail, packages, overnight express, bulk, and priority mail.
• Maintains and updates Centennial School District Athletic Office files, whether maintained electronically or in hard copies, in accordance with standardized records management and security procedures for both classified and unclassified materials; retrieves filed documents and materials; and transfers and discards files in accordance with established business procedures and schedules.
• Compiles Centennial School District Athletic Department records.
• Supports Centennial School District Athletic Office operations with greeting and assisting visitors, providing co-worker assistance and back-up support for other secretaries when needed, facilitating coaches' clerical needs, coordinating information needs for booster clubs and club teams, and maintaining the supervisor's confidential information and appointment calendar.
• Maintains and updates district software with information related to athletic programs, such as sports schedules, dismissal and departure times, and team rosters, and communicates sports dismissals to the appropriate District Schools.
• Uses computer/technology skills with minimal guidance and with accuracy in performance of duties, such as use of the Internet, accessing databases, spreadsheet design, desktop publishing and creation of forms. Update skills to ensure the ability to use technology and implement new practices and procedures as they are developed.
• Serves as a Centennial School District Athletic Office resource person and liaison between schools and departments and other locations; disseminates timely and accurate information and directions to students, parents, staff, and visitors.
• Assists with athletic department event coordination, including rescheduling of games if the athletic director is absent, scheduling transportation, confirming buses for sporting events, communicating schedule changes, upcoming events, and the calendar to appropriate groups.
• Inputs, maintains, and updates a bulletin board and prepares and distributes various Departmental reports, including student attendance and athletic activities reports, to appropriate personnel.
• Responsible for maintaining athletic department inventory and distribution of supplies.
• Maintains athletic department awards inventory and records, prepares and distributes certificates and awards.
• Assists with athletic office support activities, including duplicating materials, collating materials, reproducing and directing correspondence, refining and changing grammar, punctuation, and spelling when necessary, answering questions, and handling requests for information, preparing reports, and taking messages.
• Assists with athletic department budgetary items related to yearly purchasing, bids, and awards.
• Inputs and reviews information for databases related to the collection of activity fees for sports and clubs, and compliance with eligibility, and communicates appropriate information to relevant personnel. Assists with monies and back deposits or checks for athletic events.
• Disseminates information on fitness center schedule and usage.

Additional Responsibilities:

• Verifies and prepares half and final coaching payouts and processes and files overnight travel forms for varsity sports and club teams.
• Sells season tickets and game day tickets.
• Ensures all teams, staff, and students are in compliance with the code of conduct standards set forth at the district, league (SOL), and state (PIAA) levels.
• Enters yearly booster/participation data to the Pennsylvania Department of Education for PIMS.
• Assists with all Title IX Compliance for Athletics in the Centennial School District.

Qualifications:

• High School Diploma: Required
• Prior satisfactory experience: Preferred

All employment is provisional for 90 days as required by ACT 168 of 2014, enacted December 22, 2014. MUST SUBMIT ACT 168 FORM TO ALL CURRENT AND FORMER EMPLOYERS WHERE YOU HAVE HAD DIRECT CONTACT WITH CHILDREN.