Secretary to Athletic Director/Department

***Granbury ISD requires references from former employers, college professors, supervisors, etc. with at least a minimum of two references being from previous supervisors.  Granbury ISD will not accept references from friends or family members.***

CONTRACT DAYS: 226

PRIMARY PURPOSE:

Organize and manage the routine work activities of the Athletic/Community Education Office. Provide clerical services to the Athletic Director. Handle confidential information and frequent contact with all levels of District employees, outside agencies, Board of Trustees and the general public.

QUALIFICATIONS:

Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Proficient skills in keyboarding, file maintenance, Microsoft Office software applications, and operating general office equipment.
Effective interpersonal communications and public relations skills
Effective ability to develop spreadsheets and databases using Excel software applications.
Effective math and accounting practices and procedures.
Knowledge of school district organization and operations as it relates to Athletics
Knowledge of the functions of the Athletic Office.
Ability to use personal computer and software to develop spreadsheets and databases and do word-processing
Apply extreme organizational skills

Experience:
Five years of secretarial experience, preferably in public education


MAJOR RESPONSIBILITIES AND DUTIES:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, etc. for the Director.

2. Compile pertinent data as needed when preparing various state and local reports.

3. Maintain physical and computerized departmental files.

4. Maintain athletic and community education records as needed.

5. Process work orders as needed for maintenance required on athletic equipment and facilities.

6. Coordinate website postings for Department.

7. Perform administrative support and secretarial duties for Athletic Director.

Athletic Duties

1. Responsible for ordering Home Game Football Tickets and mailing to home game opponents.

2. Sell season tickets and keep track of sales using seating chart.

3. Distribute tickets to all campuses the Monday before a home game.

4. Distribute tickets to high school and middle schools for out of town games.

5. Make arrangements for pre-sale tickets and monies to be collected Friday.

6. Out of town games: Collect tickets/monies, complete sales sheets and return unsold tickets to the home school.

7. Process form letters for season ticket holders at the beginning of football season; coordinate date of sale.

8. Home games: Prepare change boxes for each gate (4). Retrieve moneybag with gate receipts on Monday from the bank. Count and deposit money from gate receipts. Complete game report and process payment authorization forms for all workers and officials for all High School and Middle School Football games.

9. Process all athletic purchase order requisitions for High School, Ninth Grade Center and both middle schools. Process, place and receive orders. Coordinate the bid process with head coaches and coordinators.

10. Process all coaches (High School, Ninth Grade Center and middle schools) registrations to clinics and reimbursements for expenses associated with athletic travel, cash for student meals, and entry fees for tournaments.

11. Coordinate letter jacket dates with the representative, process purchase orders for payment and help with distribution of jackets when delivered.

12. Prepare and fax eligibility lists for each sport to the UIL and the district chairman.

13. Assure that all coaches' bus driving time sheets are turned in to the Business Office for payroll processing in a timely manner.

14. Coordinate transportation requests with the Transportation Department.

15. Develop and maintain a security schedule for athletic events.

16. Publish and maintain a master list of athletic schedules for the general public.

17. Coordinate all workers for athletic events/games.

18. Publish and distribute passes, including district passes, and Gold & Purple Cards.

19. Coordinate athletic fundraisers. Provide all rules, regulations and forms to the appropriate sponsor.

Community Education Duties

1. Prepare correspondence, forms, reports, etc for the Driver Education classes. Keep in contact with TEA on guidelines for Driver Education for public schools. Order supplies/material for Driver Education classes each year.

2. Process payroll for Driver Education teachers. Process paperwork at the end of each Driver Education Class and send to TEA.

3. Keep records of all Driver Education Students for the State and complete all record keeping of the Driver Education Teachers required by the State.

Facility Use:

1. Coordinate and make arrangements for after-hour athletic facility use of district facilities, fields, etc. and arrange to schedule the request on the appropriate campus calendar after approval from the Director.

2. Enter all events into calendar programs for staff to review.

3. Make arrangements for custodial and maintenance personnel required for facilities through applicable departments.

Summer Camps:

1. In early spring, arrange and schedule all summer camps with each head coach. Develop and print flyers, and distribute to every campus.

2. Collect registration fees, deposit monies, and process a camp report for each camp.

3. Process payment authorizations for payments to coaches and process purchase orders for any supplies needed for camps (tee shirts, awards, etc.).

4. Help with registration at the camp on the first day of camp.


Other:

1. Maintain a schedule of appointments for Director.

2. Maintain confidentiality of information.

3. Work closely with Director on Department Budget for Athletics and Community Ed.

4. Complete deposits and daily bank runs for the Department.

5. Maintain and publish athletic handbooks for coaches and students.

Drug Testing:

1. Maintain updated drug testing forms for all extra curricular programs.

2. Coordinate with all campuses, the processing and completion of all forms.

3. Create Campus Rosters by Student Identification Number. Coordinate communication and provide copies to Drug Testing Group in a timely manner.

4. Assist Director in scheduling Drug Testing Group at the High School, Ninth Grade Center and both middle schools.

5. Assure that appropriate campus has random list on week of testing.

EQUIPMENT USED:

Computer, printer, copier, fax machine, scanner, calculator, multi-line phone and laminator.

WORKING CONDITIONS:

Mental Demands
Reading; ability to communicate effectively (verbal); maintain emotional control under stress

Physical Demands/Environmental Factors
Work with frequent interruptions, maintain emotional control under stress. Light lifting, standing, sitting, repetitive hand motions, travel to bank daily.

Working Hours
Work prolonged or irregular hours to include weekends.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

District Benefits:

Medical Insurance: TRS-Active Care/BCBS

Supplemental Voluntary Health & Life
Insurance Products

District Paid $25,000 Life Insurance

State Personal Leave Days

Local Sick Leave Days

Texas Teachers Retirement System

Salary : $19 - $27