Administrative Assistant - Athletics

Administrative Assistant - Athletics

Bibb County Public Schools ATHLETICS DEPARTMENT - Macon, Georgia Open in Google Maps

This job is also posted in Bibb County School District

Job : 5742868
Final date to receive applications: Posted until filled
Posted: May 28, 2026 4:00 AM (UTC)
Starting Date: To Be Determined

This position performs a variety of clerical, office management, and advanced duties in support of the County Athletic Director, school-level Athletic Directors, and coaching staff on the middle and high school level. Employees exercise considerable initiative by anticipating requirements of administrator and staff for information, assembling information for reports coming due, and tracking events or situations to keep administrator and staff informed.

Work involves frequent contact with high officials within BCSD and in other organizations, requiring judgment in arranging meetings and communication matters. Employee ensures either personally or through others that office support is available on a timely basis to serve staff, that adequate supplies are on hand, and that equipment is in good condition. The work requires an understanding of system-wide, departmental and divisional organization, and their subunits, and of applicable Board policies affecting departmental operations.

This job has no supervisory responsibilities.

• Communicates to supervisor, athletic directors, coaches, game officials, media (as necessary), and transportation personnel when/if needed.
• Communicates with the Purchasing Department to ensure all rules and regulations regarding approved vendors are followed. Additionally, follow accounting protocols for funding, invoicing, receiving, and processing funds.
• Handle facility requests for athletics fields, including all stadiums, school practice facilities, and practice/game fields on all school levels. Execute rental agreements or priority field-use rights memoranda.
• Communicate with supervisors, district and school staff, athletic directors, coaches, parents, community groups, agencies, vendors, and the public.
• Research, gather, and organize relevant data from the Georgia High School Association and other resources for the supervisor, athletic directors, and coaches.
• Keeps calendar and commits supervisor to appointments; makes travel arrangements and processes travel vouchers; receives, logs-in, screens, and routes mail; answers telephones and takes messages; screens and routes calls to appropriate staff; attends meetings and takes notes; sets up and maintains department files; researches and compiles information for reports and other purposes; prepares written materials from drafts, machine or oral dictation, verbal instructions, or on own.
• Maintains department level correspondence controls such as tickler files; maintains all master and seasonal schedules. Attend and/or plan for athletic contests, including but not limited to arranging transportation, scheduling officials, and security personnel.
• Maintains and controls important and confidential records kept at department level.
• Maintains administrative manuals and guides; updates with new issuances as they arrive and ensures that office possesses full and complete sets of such items; researches such materials to locate applicable guides for supervisor, staff, or own use; interprets and applies such guides to office management operations.
• Receives and screens visitors to the office; answers inquiries regarding department operations; assists callers with requests by explaining procedures.
• Performs skilled word processing by producing a variety of documents (letters, memos, reports, announcements, forms, etc.) from rough draft copy, machine dictation, verbal instructions, sketches, and brief notes; utilizes full capability of equipment to create style sheets, move or merge text, check spelling, do arithmetic, create mailing lists, and form letters; produces charts, graphs, and tables; maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.
• Maintains office…