Administrative Secretary/Management

Administrative Athletic Secretary
The job of Administrative Athletic Secretary is done for the purpose of providing a wide variety of secretarial support to assigned administrator and athletic department; acting as a liaison between the Administrator and other parties; assist in monitoring programs and projects within the athletic department; establishing and maintaining records; compiling and distributing a wide variety of materials and reports; managing and reconciling budgets for both GPS and AIA (high schools); and managing and coordinating various activities which include but are not limited to athletic clearances, eligibility, transportation, officials, schedules, equipment, facilities, etc.
Essential Functions:

Attends meetings, workshops, conferences and in-service training as assigned for the purpose of conveying and/or gathering information required to perform functions for GPS and AIA (high schools).
Compiles data from a variety of sources (e.g. master schedule of athletic events, coach's handbook, fee schedules, physical cards, intermediate game schedules athletic clearance packets, AIA, out of district forms, eligibility, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
Composes documents (e.g. letters, memoranda, bulletins, reports, etc.) for the purpose of documenting events, providing and/or requesting information.
Coordinates a variety of programs and/or activities (e.g. team travel, lodging, meals, travel, team physicians, game security, game schedules, appointments, calendars, security, workers, etc.) for the purpose of ensuring accuracy of information and in compliance with district and AIA (high schools) policies and regulations.
Evaluates situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of documenting events, providing and/or requesting information.
Maintains documents, files and records (confidential and non-confidential, manual and computerized) (e.g. personnel records, schedules, game contracts, statistical/ financial reports, officials contracts, season record archives, budget, requisitions, payrolls, vendor catalogs, athlete eligibility, emergency packets, etc.) for the purpose of providing up-to-date reference trail and availability of information as needed and compliance with district and AIA rules and regulations.
Monitors assigned site activities and/or program components (e.g. budgets, time sheets, athletic packets, AIA requirements) for the purpose of coordinating activities and ensuring compliance with established financial, legal, and/or administrative requirements.
Maintains inventory of supplies and materials (e.g. awards, ribbons, trophies, collection of athletic uniforms, etc.) for the purpose of ensuring items' availability and costs associated with purchase of these items and audit trail.
Performs record keeping (confidential and non-confidential) and general program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting an assigned administrator with necessary materials.
Prepares a wide variety of complex written materials (e.g. score reporting, payroll for officials, payroll for coaches, gate staff, security, team physicals, invoices, AIA documents/ contracts, coaches additional pay stipends, handbooks, reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
Processes documents and material (e.g. purchase orders, invoices, EPARs, new athletic equipment requests, employment verifications, employee action requests, salary calculations, reimbursements, entry fees, etc.) for the purpose of disseminating information to appropriate parties and in compliance with program, district, state, AIA, and/or federal requirements.
Records data into the financial system as administrator requires for the purpose of providing an up-to-date reference trail and ensuring compliance with established regulations for district and AIA.
Researches a wide variety of topics (e.g. current practices, policies, AIA Rules/ Regulations, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, coaches, students, athletes, community businesses, public agencies, district, AIA, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Schedules and, confirms and manages various activities (e.g. athletic schedules, credentials of referees, facility usage, transportation, dismissals, game personnel, ticket sales, money reconciliation, game set-up, out-of-state/ overnight field trips, district and AIA state tournament budgets and expenses including deposits, etc.) for the purpose of ensuring they meet the state registration requirements and athletic department's needs.
Monitors and processes athletic fees including the use of tax credits for athletics per district and state policies and regulations.
Supports assigned administrative personnel, athletic directors, coaches, etc. for the purpose of providing assistance with their administrative functions.
Other Functions:
Assists other personnel for the purpose of supporting them in the completion of their work activities.
Facility scheduling through the district website.
Recommends new procedures and materials for the purpose of enhancing the operation of the athletic program.
Responsible for fall, winter, and spring sports banquets (e.g. awards, certificates, recognitions, etc.) for all levels. (High School)
Responsible for all state tournament scheduling, paperwork, contracts, and money management for AIA. (High School)
Responsible for booster club applications processing which includes scheduling video presentation and district required paperwork and compliance with district booster responsibilities.
Assists administrator/ athletic director in all other administrator duties other than athletics.

Job Requirements:
Mental Requirements:

Learning Development- Level C Sufficient to read and write technical instruction, understand standardized methods, operate specialized and varied equipment, perform standard mathematical applications. Learning development involves the equivalent of some technical or vocational training beyond high school, often resulting in a certification.
Problem Solving - Level 2 Work situations require consideration and interpretation of circumstances or information to choose the most effective responses. Solutions may be somewhat technical, yet are relatively straightforward, obvious and well-defined once problems are understood. Responses come from the realm of prior learning and experiences
Physical Requirements:

Physical Skill - Level B Some learned physical skill is required. Certain coordinated finger, limb, or body movements must be performed in the course of regular work routines. These can usually be learned and competency developed on the job over a relatively short period of time.
Physical Effort - Level 1 Minimal physical exertion is required. Most job time is spent sitting with occasional walking. Occasional lifting, guiding, and carrying of lightweight materials or equipment.
Social Requirements:

Human Relations Skill- Level A Job requires ordinary conversational skills and courtesy to exchange Routine information, provide routine assistance, and/or help maintain harmony among work associates.
Scope of Contacts - Level 1 The important job contacts are with peers in the immediate work group and immediate supervisor. Occasional contact with individuals outside the organization may occur.
Work Environment Performance Environment - Level A Changes in environments, work pressure, disturbances of work flow, and irregularities in work schedule are infrequent.
Physical Working Conditions - Level 1 Generally good working conditions. Little or no exposure to extremes in noise, temperature, etc. little or no exposure to safety or health hazards.
Accountability:

Level of Accountability -Level B Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review.
Organizational Impact - Level 1 Work results impact the immediate work section with little effect beyond. Responsible for results or services that facilitate the work of others in a specific work group.
Experience, Education, and Certifications:

Experience : Job related experience with increasing levels of responsibility is desired.
Education: High School diploma or equivalent.
Certifications/Clearances: Must possess a valid Arizona DPS Level One IVP Fingerprint Clearance Card while employed.
Compensation Details:

FLSA Status: Non Exempt
Pay Schedule: Hourly - Grade 113
Work Calendar: Support 11 Month or 12 Month Short
Non Discrimination Statement:
Gilbert Unified School District does not discriminate on the basis of race, color, religion, national origin, ethnicity, sexual orientation, sex, (including pregnancy and other related conditions), gender identity, gender expression, genetic information, age (over 40), parental status, or disability in