Administrative Assistant III - Athletics

Job Title: Administrative Assistant III - Athletics             

Wage/Hour Status:  Non-Exempt

Reports to:      Athletic Director 

Pay Grade:  Clerical/Technical 6

Dept./School:  Athletics

Date Revised:  2.28.2025

Primary Purpose:

Ensure the efficient operation of the athletic department and provide clerical services to the athletic director.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

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

Ability to prioritize workflow to address the multiple needs of the department

Ability to maintain accurate and auditable records

Knowledge of accounting principles and practices

Ability to work with numbers in an accurate and rapid manner to meet established deadlines

Ability to perform a variety of tasks often changing assignment on short notice

Ability to follow verbal and written instructions

Knowledge of school district organization, operations, and administrative policies preferred

Experience:

Three years advanced secretarial experience

Prior experience in a school district or other public entity preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare department communications correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
2. Compile, maintain and file all reports, records and other documents as required. Maintain student and department records according to established procedures.

Reception and Phones

1. Receive incoming calls, take reliable messages, and route to appropriate staff.
2. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.

Accounting

1. Prepare payment information for officials.
2. Process and account for all money generated and distributed at athletic activities, including receipt of cash and preparing and making cash deposits.
3. Prepare gate boxes for all athletic events and process direct pay requests for officials.
4. Perform routine bookkeeping tasks, including simple arithmetic operations, to maintain athletics program and department budget records.
5. Assist with preparation of purchase orders and payment authorizations.
6. Compile and report departmental time records.

Other

1. Maintain a schedule of appointments and make travel arrangements for department staff.
2. Receive, sort, and distribute mail and other documents to department staff.
3. Maintain confidentiality of information.
4. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

Supervise schedules, training, and work assignments of temporary workers.

Equipment Used:

Personal computer, printer, multi-line phone system, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; 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

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.

Salary : $22 - $30