Administrative Assistant Activities

Basic Information

• Position Type:
  Clerical Support/ Administrative Assistant Activities
• Date Posted: 12/9/2025
• Location:
  
  BARTLETT HIGH SCHOOL
• Date Available:
  
  12/12/2025

The Activities Administrative Assistant maintains activities calendars, schedules, and student activities information in a high school activities office. The position has a retirement association with the Public Employees’ Retirement System (PERS).

Required

• A high school diploma or equivalent, or current enrollment in a GED program.
• Two years of clerical and accounting experience. Equivalent education may be considered in lieu of related work experience.

Preferred

• Knowledge of first aid.
• Knowledge of office practices, data processing procedures, terminology, and filing systems.
• Ability to operate standard office machines including copier, ten-key calculator, word processing, and computers, both Macintosh and Windows, with a variety of applications.
• Ability to perform clerical work involving independent judgment, accuracy, and speed.
• Ability to maintain clerical records and prepare reports.
• Ability to learn, interpret, and communicate rules, regulations, policies, and procedures.
• Ability to type accurately at an acceptable rate of speed.
• Ability to communicate and interpret rules, regulations, policies, and procedures from several overlapping agencies, e.g. ASD, ASAA.
• Knowledge of ASD computer systems such as Q, Emp Center, Business Plus, Absence Management, AApro, Impact Applications, ASAA, US Bank access, and the creation and management of databases in Excel and Filemaker Pro.
• Ability to plan, lay out, and conduct clerical operations involving transactions requiring effective accountability and accurate controls.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Bargaining Unit: TOTEM
• Work Year: 11 months
• Work Day: 8.0 hours per day
• FTE:
  Full time, 1.0 FTE
• Salary: T-13, $21.86 to $22.84 per hour, DOE

• Creates the monthly activities calendar.
• Types the corresponding bus schedule.
• Orders and manages buses for all school activities, field trips and 20 athletic teams, including out of district travel.
• Assists coordination of region tournaments with the athletic director, activities principal, and coaches, preparing programs and passes for coaches and athletes.
• Records physical exams, TAD, Concussion and Sudden Cardiac Arrest forms for all students signing up for activities, ensuring all student athletes have completed the concussion base line test administered on a supervised school computer.
• Verifies student eligibility, prepares rosters for sports competitions with parental consent and notifies coaches and activities principal, rechecking eligibility at the end of each quarter and semester.
• Plans, organizes, and performs the clerical accounting for the student activities funds, preparing and balancing budgets and demonstrating accounting skills which include heavy cash handling responsibilities with accurate records of all money that passes through the activities office and preparation of bank deposits.
• Processes bills, receipts, and general records for the activities office.
• Maintains procedures for the recording of all financial activity of the activities office.
• Manages p-card orders and approvals, the allocation of 24 p-card accounts, and adjustments of funds to correct accounts for payments on the correct p-card accounts.
• Procures with p-cards large orders and travel, including overseas travel.
• Creates purchase orders for items not approved for p-card purchase.
• Creates and processes all addenda for coaching and added duty activity positions in Emp Center, submitting completed Special Activity Agreements (SAA) to Human Resources for returning coaches, and completing all Human Resources paperwork for newly hired coaches,
  which includes an application, background check, W-4, I-9 and the SAA form.
• Enters all student and coach data into the ASAA website, including all concussions and TAD policy violations.
• Ensures that all coaches, paid and volunteer, have proper NFHS certifications required by ASAA, to include fundamentals of coaching, first aid, concussion awareness, and cardiac arrest.
• Demonstrates excellent communication and customer service skills.
• Maintains confidentiality and inspires the confidence and cooperation of staff, parents, coaches, students, administrators, and the public.
• Establishes and maintains a professional relationship with staff, parents, coaches, students, administrators, and the public.

The physical demands of this job require frequent standing, walking, sitting, speaking and hearing. Specific visual abilities are also required. The employee is regularly required to reach with his/her hands and arms and occasionally lift items weighing less than 40 lbs. Additionally, the employee must be able to understand vague and implicit instructions, be able to readily recall facts and details, handle…