Administrative Assistant - HS Athletic Department
: Job Details :

Position Type: Secretarial/Clerical/Administrative AssistantDate Posted: 9/3/2024Location: Twinsburg High SchoolDate Available: ASAPClosing Date: Until FilledTitle: ADMINISTRATIVE ASSISTANT - HS ATHLETIC DEPARTMENT File 216 Reports to: Athletic Director Description: Performs administrative, receptionist, and office management functions. Minimum Qualifications: - High school diploma. Post-secondary training is desirable. - Documented evidence of a clear criminal record (FBI and BCI). - Proficient in office protocol and the use of business equipment. - Proficient in the use of business software and records maintenance. - Proficient in data entry, spelling, proofreading, and the correct use of grammar. - Bookkeeping skills and the ability to apply advanced mathematical concepts. - Multitasking ability and strong interpersonal skills. - Training in ALICE school safety process. Duties and Responsibilities: The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions. - Performs administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office. - Upholds Board policies and follows administrative procedures. - Promotes a favorable image of the school district. - Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office. - Refers inquiries requiring policy interpretation to administrative staff. - Answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open. - Maintains an office calendar. Schedules appointments as directed. - Helps communicate information about weather delays and emergencies. - Maintains the confidentiality of privileged information. - Prepares displays and bulletin boards as directed. - Processes incoming, outgoing, interoffice mail and faxes. - Prepares requisitions as directed for all athletic purchases and enters fees. Receives, stores, and inventories office supplies. - Notifies recipients about the arrival of packages. - Schedules and/or confirms game officials/workers assignments. Arranges for substitutes. Processes time sheets. - Pays all referees, umpires, assigned and non-staff security personnel for all home events for both middle and high school. - Ensures that medical authorization forms and physical forms are provided for all sports and forward to the trainer to keep on file. - Types team rosters. Prepares grade-period eligibility reports. - Verifies school attendance requirements. Reports information to coaches in cooperation with the Athletic Director. - Enters the master schedule into the computer. Distributes athletic schedules. - Prepares information for the Ohio High School Athletic Association. - Helps prepare game programs, brochures, public service announcements, etc. - Maintains inventory of ticket stock. Helps with pre-game ticket sales. Prepares game reports. Ensures that receipt and expense records are suitable for audits. Prepare and make bank deposits. - Enters all transportation and arranges lodging for all athletic activities away from home. - Processes all parking permits, prepares deposits, and creates detailed spreadsheet for administrators and S.R.O. - Processes all pay-to-participate fees for athletic events and after school activities for middle and high school. - Helps coordinate athletic program activities (e.g., student/parent orientation sessions, recognition activities, staff in-service programs, etc.) - Prepares all participation certificates, letter awards, and programs for fall, winter, and spring banquets. Maintains proper records of past awards. - Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately. - Reports evidence of suspected child abuse as required by law. - Provides assistance to other departments as directed. - Keeps current with advances in office technology. Updates office procedures. - Participates in staff meetings and professional growth activities as directed. - Accepts responsibility for personal decisions and conduct. Strives to develop rapport and serve as a positive role model for others. - Helps maintain athletic homepage on district website with events and locations. Keep the athletic calendar events up to date. - Performs other specific job-related duties as directed. Required Knowledge, Skills and Abilities: The following characteristics and physical skills are essential for the successful performance of assigned duties. - Demonstrates professionalism and maintains a positive work attitude. - Takes the initiative to identify and solve problems independently. - Works cooperatively to support a successful team effort. - Effectively uses verbal, nonverbal, writing and listening skills. - Completes detailed paperwork accurately. - Reacts productively to interruptions and changing conditions. - Operates office equipment efficiently and accurately. - Lifts, carries, and/or moves office supplies and equipment. - Maintains an acceptable attendance record and is punctual. - Travels to meetings and work assignments. Working Conditions: Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable. - Potential for exposure to blood borne pathogens and communicable diseases. - Potential for interactions with disruptive and/or unruly individuals. - Exposure to adverse weather conditions and seasonal temperature extremes. - Duties may require operating and/or riding in a vehicle. - Duties may require prolonged use of a computer keyboard and monitor. - Duties may require working under time constraints to meet deadlines. - Duties may require working during the evening and/or weekend. Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Twinsburg City School District Board of Education. The Twinsburg City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.