Administrative Athletic Secretary

Position Type:

Support Staff (Non-Classroom)/Administrative Athletic Secretary

Date Posted:

5/27/2026

Location:

Mesquite High

Date Available:

07/02/2026

Closing Date:

06/30/2026

 Additional Information:
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Position Length: 12 Month Short - High School / 11 Month - Jr High School

Job Grade: 113

Hourly Rate: $20.14 and up depending on experience

Hours Per Day: 8

Application Procedure:
Apply online

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Administrative Athletic Secretary

Purpose Statement

The job of Administrative Athletic Secretary is done for the purpose/s 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…