Group 5 (FT 12-Month) Athletics Office Clerk

Athletic Office Assistant

Classification: AFSCME - Group 5 - 12- months Reports To: Athletic Director and/or designee Hours: 8 day including one hour for lunch Position Goal: To assist the Director of Athletics with daily operations and perform highly complex, technical and confidential clerical/administrative functions for the Athletics Department.

Essential Functions:

• Screens all calls from the public into the Athletic Office, referring calls to the Director and various other areas.
• Handling complaints and problems when possible.
• Opens and distributes all mail.
• Handles pre-game ticket sales.
• Records and maintains records of sports physicals for the High School and the Middle Schools.
• Records and maintains medical insurance records for athletes.
• Notifies Coaches, Attendance Clerks, and building Principals of early dismissals and bus pickup times.
• Add Liaisons Update and upload materials and/or information to the Athletic department's website
• Prepares a mandatory Pennsylvania Interscholastic Athletic Association eligibility form for each sport every season and forwards to all opposing Schools.
• Distributes locks to coaches as requested.
• Responsible for processing payment of coaching salaries once their seasons are completed and all paperwork is returned.
• Responsible for payment of all officials through Arbiter Sport pay and sending monthly reconcile spreadsheets to the Business Office.
• Responsible for game help pay through the athletic department software (Schedule Star) twice a season.
• Responsible for entering schedules into Schedule Star software after meeting with the Athletic Director to confirm all schedules.
• Responsible for scheduling and billing for all Athletics events busing.
• Responsible for getting quotes/estimates for equipment/uniforms.
• Responsible for doing all Purchase Requisitions & POs for uniforms and supplies.
• Responsible for processing all invoices for payment.
• Upload necessary items to the RSD Athletics Department website.
• Responsible for organizing all Sports Senior Nights.
• Be in attendance and work at the Football and Boys Basketball Senior Nights.
• Responsible for planning and organizing "End of Year All Sports Banquet" (includes: securing caterer, sending ballots to coaches for award winners, sending sponsor letters for awards and working with the Athletics team to identify additional sponsors, ordering wards, getting sponsors for awards, sending invitations to Athletes, Administration, Athletic Staff, etc.) Be in attendance and work at the End of Year All Sports Banquet.
• Assist with Eligibility reports, Transportation and other reports by entering information into Schedule Star and eSchool.
• Responsible for notifying coaches, schools, busing and officials when canceling, postponing or rescheduling an event.
• Responsible for ordering lunches for teams when playing out-of-county or at an all day event.
• Performs any other duties within the bargaining unit as assigned by the Superintendent or his/her designee; subject to reclassification where necessary.

Qualification Requirements:

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.

Education and/or Experience: High School Diploma/GED required. Experience in general office and clerical duties preferred.

Specialized Knowledge: PC, Microsoft Office and Google applications (i.e. MSWord); Type minimum 55 wpm.

Language Skills: Ability to communicate clearly and distinctly. Ability to read and comprehend simple instructions, short correspondence and memos. Ability to deal effectively and courteously with associates and the general public. Bilingual/biliterate in Spanish/English preferred

Mathematical Skills: Ability to add and subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to apply basic arithmetic calculations.

Reasoning Ability: Ability to follow written and verbal directions. Ability to complete assigned tasks with minimal supervision.

Other Skills and Abilities: Ability to communicate clearly and concisely, both orally and in writing to all levels of the District and community. Ability to work as a member of a team. Ability to work in an environment with frequent interruptions. Ability to be able to deal effectively and courteously with people. Ability to be cooperative, congenial and service-oriented. Ability to take instruction and follow directions. Auditory acuity to be able to use the telephone and greet visitors. Ability to complete assigned tasks with minimal supervision. Ability to organize office settings to efficiently accomplish tasks. Ability to work under supervision and make appropriate work-related decisions. Ability to exercise good judgment in prioritizing tasks. Ability to perform duties that entail handling sensitive information with awareness of all District requirements and Board of Education policies and state and federal laws.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear and operate a computer. The employee is occasionally required to reach with hands and continuously repeat the same hand, arm or finger motion many times as in keyboard use/data entry. The employee is frequently required to stand; walk; bend, twist and stoop. The employee must occasionally lift and/or move up to 15 pounds, such as computerized reports. Manual dexterity to prepare mailings and use office equipment. Specific vision abilities required by this job include close vision and depth perception.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Position demands meeting deadlines with severe time constraints and the ability to work required overtime in order to meet reporting deadlines.

Terms of Employment: 12 month, non-exempt position. As per terms and conditions set forth in the contract between the School District of Reading and the American Federation of State, County and Municipal Employees, AFL-CIO, District Council 88.

Reading School District l Reading, Pa.