Administrative Assistant​/Athletic Secretary

Administrative Assistant/Athletic Director Secretary

The job of Administrative Assistant/Athletic Secretary is done for the purpose of greeting visitors; responding to inquiries from students, staff, the public, etc.; maintaining building/department records; and providing general clerical support to assigned Administrators or departments.

Essential Functions:

• Answers multiline telephone system for the Building/Department for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Distributes US and Pony mail, supplies, messages, etc. for the purpose of disseminating materials to appropriate parties.
• Greets visitors, parents, students, vendors, etc. for the purpose of responding to inquiries and/or directing individuals to appropriate location/personnel.
• Maintains a variety of department files and records (varies by assignment) for the purpose of providing a complete and accurate audit trail for complying with federal/state/district regulations.
• Performs general and program-specific clerical functions (e.g. data keying, copying, faxing, etc.) for the purpose of supporting assigned administrator and/or department with necessary materials.
• Prepares a variety of reports and documents (e.g. weekly calendar, office directory, awards, etc.) for the purpose of providing written support and/or conveying information.
• Processes documents and materials (e.g. time cards, weekly attendance, volunteer logs, etc.) for the purpose of disseminating information and/or ensuring up-to-date reference and audit trail.
• Responds to inquiries of staff, other educational institutions, the public, parents and/or students for the purpose of identifying appropriate parties to address immediate issues.
• Checks-in and checks-out substitutes daily and assists them with needs and daily orientation.
• Creates and distributes activity tickets.
• Assists the Athletic Director with transportation needs of faculty and staff, game contracts, forms required for athletic programs, and uploading rosters to Dropbox.
• Assists the Athletic Director with Form D's, Final Forms, physicals, E Cards, and bus and suburban reservations.
• Enters all athletic events into rschool and GoFan.
• Regularly reports eligibility for district and KSHSAA reporting.
• Assists with securing workers for events.
• Assists with collecting and distributing transportation notes for students.
• Makes athletic/activity programs for all home events.

Other Functions:

• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Orders supplies, forms, etc. for the purpose of ensuring availability of items as needed.

Job Requirements:

Minimum Qualifications:

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Must to be proficient with technology. Specific skills 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; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: professional telephone etiquette.

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups;

work with a variety of data; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; working as part of a team;

and working with detailed information/data.

Responsibility:

Responsibilities include:

working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

Working Environment:

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