Classified: Administrative Assistant I

TITLE: Administrative Assistant I (Athletics) FTE: 1.0

FLSA STATUS: Non Exempt HOURS PER DAY: 8 WORK CALENDAR: 261 days

COMPENSATION: Classified Non Exempt Compensation Guide (Starting at $19.40/hour)

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. To perform a wide variety of clerical duties and to maintain good public relations with students, parents, coaches, staff and the general public, and to assist the Athletic Director with all areas of responsibility

2. Maintains athletic budget and purchase order requests, and gameworker timesheets

3. Processes all documents within the department for equipment orders, travel arrangements, meal arrangements, and lodging arrangements for Athletic Director, coaches, and athletic teams

4. Receives visitors, answers and screens telephone calls and provides information as appropriate, and explains general school policies and procedures in a pleasant and welcoming manner

5. Handles a variety of correspondence, reports, and other materials for the Assistant Principal/ Athletic Director’s office pertaining to parents, students, and staff

6. Maintains confidentiality of information

7. Maintains appropriate files as required

8. Assists with maintenance of Assistant Principal/ Athletic Director’s calendar and assists in scheduling appointments and meetings

9. Arranges game duty assignments

10. Assists with the processing of PAR’s and addenda for all extracurricular assignments, and collects all appropriate paid duty signatures for submission to HR and payroll

11. Prepares a variety of fiscal and statistical reports as requested

12. Prepares and distributes transportation schedules for all athletic trips

13. Informs all concerned personnel of changes in athletic schedules during the school year

14. Insures the hospitality of officials for all athletic contests

15. Place calls to confirm officials on game day

16. Collects, reviews and maintains all student athletic packets for eligibility for participation in sports, spirit line, and other required venues. Works closely with bookstore regarding participation fee tracking. All participation must meet AIA and District guidelines

17. Collects, reviews and maintains verification of coaches’ completion of required courses and certifications per AIA and District guidelines

18. Communicates with coaches regarding the planning of awards presentations to honor athletes during the school year including:

A. preparation of invitations,

B. assurance that awards and letters are available for presentations, and

C. arrangements with cafeteria and maintenance personnel

19. Communicates with all opposing schools regarding upcoming athletic events

20. Prepares and mails correspondence to parents regarding athletic information

21. Keeps the team rosters current

22. Assists in processing discipline referrals, correspondence and other needed documents when needed

23. Maintain confidentiality of information regarding students, staff, parents and school issues

24. Provide a welcoming atmosphere for students, staff, parents and community

25. Perform responsibilities in an ethical and professional manner

26. Maintain punctual and regular attendance

27. Perform other related duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill and/or ability required

Education / Certificate

1. Must possess a high school diploma or equivalent, supplemented by appropriate business courses

2. Must have and maintain a valid IVP Arizona Fingerprint Clearance Card

Experience

1 Must possess a minimum of three years secretarial experience, preferably working in a school district setting.

2. Must be organized and able to work independently.

3. Must possess an ability to deal effectively with matters of confidentiality.

4. Must possess a pleasant personality and telephone manner.

5. Must possess an ability to work cooperatively with the general public

6. Must possess a loyalty to the school district and its philosophy.

7. Must possess an ability to work cooperatively with the general public

Communication Skills

1. Excellent verbal and written communication skills

2. Must possess ability to work cooperatively with parents, students, administrators, faculty,

Staff and general public

3. Bilingual communication is beneficial and preferred

Computer Skills

1. Must possess the ability to use or learn to use student information system software.

2. Knowledge of Google Suites

3. Knowledge of Microsoft Office

PHYSICAL DEMANDS

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

1. Prolonged periods sitting at a desk and working on a computer.

2. Ability to regularly push, pull or lift weights up to 15 pounds

3. Specific vision abilities required by this job include close vision and ability to adjust

focus

4. Regular talking and listening is required

5. Ability to frequently stand, walk, bend, sit

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be able to tolerate a semi-private working environment

2. Must be able to tolerate prolonged periods of sitting and computer work

GBA – EQUAL EMPLOYMENT OPPORTUNITY

The District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the District complies with applicable state and local laws governing nondiscrimination in employment. The District expressly prohibits any form of workplace discrimination or harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.