Activities Department Administrative Assistant

Activities Department Administrative Assistant

Qualifications:

• Knowledge of bookkeeping and basic accounting practices.
• Proficiency in computer applications and modern office procedures.
• Strong organizational, communication, and customer service skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain cooperative working relationships with students, staff, parents, officials, and community members in a professional, calm, and tactful manner.
• Ability to follow oral and written instructions while maintaining a high level of confidentiality and attention to detail.

Reports To:

Activities Director and Central Office Administration

Job Goal:

To ensure the smooth, efficient, and professional operation of the Activities Department by providing comprehensive administrative support to the Activities Director. The Administrative Assistant performs the organizational, financial, and communication responsibilities necessary to enhance the effectiveness of the Activities Office and support the district's educational, athletic, and extracurricular programs.

Performance Responsibilities:

• Utilize district technology systems and maintain proficiency in Final Forms, the district's student compliance management system.
• Utilize the Missouri State High School Activities Association (MSHSAA) website and related tools to ensure accurate registration, eligibility, and compliance.
• Collaborate with Ozarks Healthcare (OZH) to coordinate student physical examinations and maintain required documentation.
• Maintain the master calendar of all MSHSAA-sponsored activities and communicate schedule updates to coaches, staff, schools, officials, and stakeholders.
• Utilize Arbiter to assign and manage officials for all home athletic contests. Serve as the primary point of contact for all official communications.
• Securely receive, process, and oversee daily activity deposits and money bags while maintaining accurate financial records.
• Manage and maintain the West Plains R-VII Activities Facility Calendar through Google Workspace.
• Prepare officials' payroll documentation and submit all required pay sheets.
• Prepare check requests for tournament entry fees, registration fees, and other activity-related expenditures.
• Schedule game workers for all home events, maintain accurate records of hours worked, and submit payroll documentation.
• Coordinate the exchange of team rosters with opposing schools and obtain rosters for athletic programs and game management purposes.
• Coordinate all tournament logistics, including officials, game workers, participating schools, scheduling, and communication through Arbiter and MSHSAA platforms.
• Maintain accurate payment records for officials, tournament expenses, and participating school entry fees. Prepare and distribute invoices or statements as needed.
• Coordinate schedule changes by notifying officials, transportation, participating schools, media outlets, and other affected parties.
• Register all district athletic programs and activities with MSHSAA in accordance with association deadlines.
• Register student participants within the MSHSAA eligibility system using information from the district's student information system.
• Assist the Activities Director with the annual ordering of supplies, equipment, awards, and office materials.
• Provide courteous and professional customer service to students, parents, staff, coaches, officials, and community members.
• Perform additional duties as assigned to ensure the efficient and effective operation of the Activities Department.

Terms of Employment:

• Hourly Position
• Twelve (12) Month Employment