Administrative Assistant III - Athletics

Administrative Assistant III - Athletics

Job Status: UNTIL FILLED Posting Date: 05/22/2024 Posting Number: 012241 Location: Athletics Position Title: Administrative Assistant III - Athletics Wage/Hour Status: Non-Exempt Reports To: Director of Athletics

Primary Purpose:

Perform daily administrative tasks to assist with the smooth and efficient operation of the District Athletic Department.

Qualifications: Education/Certification:

• High School Diploma or GED

Special Knowledge/Skills:

• Proficiency in typing, clerical, and computer skills (MSOffice Suite, including Outlook)

• Ability to operate 10-key touch calculator

• Excellent organizational skills and the ability to work in a high energy, fast-paced environment with constant interruptions

• Such alternatives to the above qualifications as the administration might find appropriate and acceptable

• Software Used, MS Office Suite, TripFinder, Zoom, PayK12, School Pay, Arbiter, AISD Backend of Web, Google Docs

Experience:

• Two years of office experience, preferably school related

Major Responsibilities and Duties:

• Screen and greet students/visitors in a polite manner and direct them appropriately

• Answer phones and respond to inquiries via telephone and/or email

• Distribute mail daily and maintain District and Booster Club mailboxes

• Perform administrative tasks such as filing, and copying, creating yearly folders, binders, etc. for Athletic Directors and Events

• Maintain District Athletic "Coaches Phone Directory"

• Prepare and distribute weekly "Master Schedule" of all sporting events in the District (Middle Schools

• High School)

• Work with Coaches (Freshman

• Varsity level) of all sports and Athletic Director staff to acquire and enter all transportation request

• Enter work orders and technology assistance requests that pertain to all District Athletic areas (Middle School

• High School)

• Prepare all sports game bags (Freshman

• Varsity level) (creating Game Reports, pay sheet for workers and officials, providing tickets, pulling start up cash/change fund)

• Receive and "work" game bags (separate the startup change fund and ticket sales revenue, create deposit for revenue, process pay sheets accordingly, update change fund)

• Maintain and document change fund

• Create content and update the District Athletic web page(s) as information is provided

• Design/prepare "Programs" for various District Athletic related events

• Print end of season participation/varsity certificates for all sports (Freshman-Varsity level)

Support the Stadium Manager

• Create/conduct meetings (Zoom or otherwise) for all Season Ticket Holders, Trade Days, and new Season Ticket Sales

• Sell football tickets and assist/resolve problems of tickets holders throughout the season

• Create/assign football ticket sheet and identify ticket numbers to communicate with ticketing platform company.

Manage/conduct all Summer Sport Camp Registrations

• Develop the flyer, registration forms, and online links,

• Set up in School Pay

• Market to past participants by sending them an email and forwarding flyers/links to District web Master and dropping in PeachJar

• Monitor online registrations

• Email Camp confirmations/reminders

• Pull check in lists for Coaches

• Order T-shirts for Campers

Off Campus PE and Eagle Landing Junior Development

• Set up in School Pay, create custom reports, pull and forward data to appropriate individuals as requested

Signing Day (Twice a Year)

• Organize with AD and book with Announcer, Photographer

• Coordinate by providing and gathering information from Coaches, communicate with High school for student absences

• Make name tents and programs

Annual Booster Club

• Prepare meeting content as identified by Athletic Director

• Work with each Club to collect their guidelines, tax documents/payments, and monthly reports

Annual Hall of Honor

• Gather, update, maintain and electronically forward Nomination book to Board Members

• Print and prepare actual Nomination Binders

• Prepare meeting and take minutes

• Gather Inductee information

• Prepare Inductee and Banquet invitation and Program

• Plan, organize, sell tickets, and execute Hall of Honor Banquet

Other

• Support and cross train with Clerk 2 to provide back up

• Performs other duties as assigned by the Athletic Director and Assistant Athletic Director

Supervisory Responsibilities:

None.

Customer Care Skills:

• Provide professional communication with students, parents, community members, staff and other professionals at all times.

• Use proper phone etiquette at all times, speaking slowly and clearly. Take reliable messages, and route to appropriate staff.

• Ensure superior customer care skills are used via eye contact, facial expressions, voice inflections, body language, and an attitude of "going the extra mile" for others.

• Ensure all requests for information are dealt with in an appropriate timeframe.

• Create and maintain a welcoming, service-oriented environment toward all internal and external customers.

Mental Demands/Physical Demands:

Tools/Equipment Used: Computer, printer, copier, calculator, money counter, and phone system

Posture: Prolonged sitting; occasional bending/stooping, 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; frequent districtwide travel; occasional statewide travel and out-of-state travel

Mental Demands: Work with frequent interruptions, maintain emotional control under stress

Salary: Pay Grade AS04, $19.00 - $22.71 hourly rate, (23-24 pay scale) commensurate with experience according to District salary schedule. Days: 226 Start Date: 2024-07-01 00:00:00.000