Aquatic Center Secretary

The job of Aquatic Center Secretary is done for the purpose/s of providing support to the Aquatic Director in day-to-day activities; communicating information to staff, the public including vendors, and other districts; and providing information and/or direction as may be requested.

This job reports to Aquatic Director

• Coordinates a variety of programs and activities (e.g. setting up competitions; setting swimming schedules; tracking participants, distributing awards/participation certificates, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintains a variety of materials and files (e.g. reports, schedules, logs, etc.) for the purpose of ensuring items are available for department personnel.
• Performs record keeping general and program specific clerical functions (e.g. copying, faxing, filing, distributing mail, etc.) for the purpose of supporting assigned administrator and/or staff.
• Prepares a variety of written materials (e.g. award/participation certificates, travel vouchers, purchase orders, coaches packets, Hazard Materials and Fire Alarm report, correspondence, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. travel requests, purchase orders, requisitions, work orders, time cards, evaluations, etc.) for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, other schools, parents, public, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.
• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; standard office equipment (including office application software).

ABILITY is required to schedule a significant number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals;

work with similar types of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; communicating with diverse groups; and adapting to changing work priorities.

Responsibilities include:

working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger…