Administrative Assistant to Athletics​/PE

Job Title:

AA to Athletics/PE

Exemption Status:
Nonexempt/At-Will

Reports to:

Director of Athletics

Pay Grade: D6

Dept./School:
Athletic Dept

Calendar Days: 226

Primary

Purpose:

Provides a wide range of secretarial and general office support to the Athletic and PE Department

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to perform basic math

Ability to read, speak and understand English

Excellent organizational skills

Exemplary and efficient communication and interpersonal skills at all times

Experience:

Five years of clerical and file maintenance experience preferred

Five years of experience in cash handling, budgeting and creating purchase orders and submitting requisitions

Major

Responsibilities and Duties:

File Management

1. Maintains all bookkeeping and calendars for UIL athletic events at Memorial Stadium and corresponding HISD Campuses.

2. Works cohesively with the Payroll Department to prepare and distribute all pay for UIL officials at the stadium, competition gymnasiums and for all extra District help through Arbiter Pay and the HISD Business Office.

3. Handles all monies and paperwork for all sports, rentals of the Sports Complex, Gymnasiums and the Stadium.

4. Prepares all travel for the Athletic Director and all Coaches in a timely manner

5. Precisely prepares all requests for payment and purchase orders to operate and maintain the Stadium Complex and all fields and/or equipment budgets

6. Prepares all sporting event contracts, rental contracts and all reports for billing.

7. Maintains files and serves as a facilitator for trainers on student insurance forms, in regard to related bills and claims status reports on athletic injuries in Rank One

8. Creates reports for HISD Police Department in regards to all monies collected from Athletic events, and other income that comes through the Athletic Department

9. Acts as a cashier for sporting events at Memorial Stadium and all HISD Athletic Facilities

Reports and Correspondence

10. Prepare and distribute announcements and advertisements.

11. Distributes and maintains all necessary UIL forms to coaches for student participation, parent approval, acknowledgement of rules, physicals, etc. for each sport.

12. Distributes necessary athletic schedules to HISD PD, Principals, Coaches, News Media, Transportation Department, and HISD Cabinet and Board Members as well as opposing school Athletic Directors.

13. Compiles, types and distributes information on all UIL Sports associated with HISD.

14. Performs varied typing tasks in the preparation of correspondence, forms, reports, etc., for the Athletic Director and PE Department

15. Responsible for accurately tracking employee timesheets and submitting them in a timely manner for Payroll processing

Other

16. Maintains total confidentiality within the Department.

17. Follow district safety protocols and emergency procedures at all times

18. Performs other duties as may be assigned by the Director of Athletics or designee

19. Updates the Athletic District website with important game info creating ticket links through our online digital marketing company

20. Responsible for updating the HISD Community through social media about game changes

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:
Standard office equipment including personal computer and peripherals; imaging equipment, scheduling HUDL cameras and Musco lights for all stadium events.

Posture:
Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting

Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting:
Occasional light lifting and carrying (less than 15 pounds)

Environment:
May work prolonged or irregular hours

Mental Demands:
Work with frequent interruptions; maintain emotional control under stress and keep customer service as a key priority within the Deartment.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

The Harlandale Independent School District does not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, disability, military status, genetic information or on any other basis prohibited by law.

An Equal Opportunity Employer