Administrative Assistant to Activities Director​/Building Secretary

ADMINISTRATIVE ASSISTANT TO THE ACTIVITIES DIRECTOR / BUILDING SECRETARY SUPPORT Purpose Statement

The job of Administrative Assistant to the Activities Director/Building Secretary Support was established for the purpose/s of providing administrative and secretarial support to the Activities Director and Activities Department; assisting with the coordination and operation of activities and events; monitoring assigned activities; maintaining accurate records and financial information; and providing information, recommendations and/or direction as requested by the Activities Director. This job reports to the Activities Director and Building Administrator

• Answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects payments for a variety of activities and events (e.g. activity fees, fines, event admissions, fundraisers, etc.) for the purpose of completing transactions and/or securing funds.
• Compiles data from a variety of sources (e.g. budget reports, activity account information, specialized reports, personnel records, requisitions for supplies, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. athletic and activity events, meetings, travel and accommodations, schedules, activity registrations, facility use, event preparation, staff meetings and other department functions, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Distributes items within the site (e.g. mail, special deliveries, messages, event materials, schedules, etc.) for the purpose of ensuring receipt to the appropriate addressee.
• Maintains a wide variety of manual and electronic documents, files and records (e.g. activity schedules, financial records, purchase orders, eligibility records, event information, personnel records, reports, correspondence, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains the facilities use and events calendars for the purpose of coordinating building use, activities, athletic events, meetings and other scheduled functions.
• Monitors a variety of activities on behalf of the Activities Director (e.g. activity account balances, purchase orders, event schedules, facility use, registrations, required forms, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the Activities Department.
• Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, scanning, correspondence, etc.) for the purpose of supporting department and building operations.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, schedules, reports, handbooks, purchase orders, forms, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Procures supplies and materials for the purpose of maintaining availability of required items for activities, events and department operations.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, coaches, sponsors, parents, students, officials, vendors, community members, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Supports the Activities Director and assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Supports the coordination and preparation of athletic and activity events (e.g. schedules, programs, rosters, tickets, event materials, officials, facility arrangements, etc.) for the purpose of ensuring events are organized and conducted in accordance with established procedures.
• Assists with the processing and maintenance of activity-related financial transactions and records for the purpose of ensuring accurate accounting and compliance with district procedures.
• Assists coaches, sponsors, students and families with activity-related forms, registrations, schedules and information for the purpose of facilitating participation in district activities.

Performs…