Athletic Secretary

Internal Eastmont Secretaries Only

8.00 hours/day

216 working days

General: Responsible for providing administrative support to the Athletic Director and coaches, managing athletic clearance, eligibility, and records for teams and individuals. Duties include maintaining files, budgets, and accounts, as well as handling communication with staff, parents, students, coaches, officials, and the public.

Duties:

1. Provides administrative support for the athletic department, assisting and works effectively with the Athletic Director, coaches, students, and the community.
2. Managing inquiries about athletic events and eligibility, directing questions to appropriate staff, and greeting office visitors.
3. Coordinating transportation for athletic events, working with the transportation department, coaches, schools, students, parents, and officials, while maintaining transportation records.
4. Maintaining and tracking athletic department budgets, records, and expenditures, and providing reports as needed.
5. Serving as the Athletic Director’s secretary, managing correspondence, scheduling, and compiling reports.
6. Processing invoices, reconciling statements, and maintaining payroll records for contest workers, coaches, and athletic stipends.
7. Monitoring coaching certifications, First Aid/CPR expirations, and processing coaching contracts.
8. Preparing athletic passes, schedules, programs, awards, and certificates.
9. Managing athletic registration forms, camps, and clinics, while maintaining student eligibility records, medical records, and grade checks.
10. Updating the athletic website and communicating schedule changes or cancellations to schools and the media.
11. Assisting with department events, including banquets, awards ceremonies, and Booster Club activities.
12. Upholding confidentiality and modeling professional, cooperative behavior.
13. Maintain and update student-athlete lists in ParentSquare and Skyward.
14. Track and submit athletic timesheets to payroll by the deadline.
15. Interacts with staff, students and parents on a daily basis; distributes athletic/activities packets and insurance forms; clearance of athletics/activities (i.e. grades, fees, fines, etc.); checks grades and attendance of each athlete or student.
16. Schedule and oversee maintenance of athletic vehicles. Input athletic travel details into Trip Tracker and Arbiter.
17. Prepares athletic schedules for sports; prepares daily bulletin and monthly calendar.
18. Responds to a wide variety of calls concerns and/or complaints (i.e. vendors, parents, district staff, principals, etc.) for the purpose of recording concerns and referring to appropriate personnel.
19. Ability to adapt to changing work priorities and to meet various deadlines.
20. Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
21. Answer phone/emails and respond and/or refer calls as necessary in a professional manner.
22. Provide backup support for ASB/bookkeeping and assist with the EOP process as needed.
23. Organize athletic event setup and maintain district athletic purchase orders. May be required to work various hours to support athletic events.
24. Other duties may be assigned.

Professional Qualifications:

1. Three (3) to five (5) years in a secretarial/administrative support position, preferably in a K-12 environment.
2. Outstanding customer service skills (both over the phone and in person) when dealing with a wide variety of individuals and circumstances.
3. Demonstrated ability to relate to and work effectively with students, staff, parents, community, officials, and other school districts on a regular basis.
4. Knowledge of school operation and ability to relate effectively with students, staff and parents.
5. Demonstrated advanced skills in Microsoft Office software applications, including Word, Excel, Publisher, PowerPoint; SchoolMaster experience preferred.
6. Ability to learn additional software specific to the position.
7. Verbal and written communication skills for business letters, forms and reports required.
8. Ability to compile and complete statistical state and federal reports is required.  Submits records, reports, and assignments promptly and efficiently.
9. Proficiency in record-keeping systems such as Final Forms, Skyward, Arbiter, and Trip Tracker.
10. Demonstrated ability to communicate effectively with a wide variety of individuals.
11. Ability to handle frequent interruptions while carrying out assignment in a pleasant and professional manner.
12. Ability to perform duties in an efficient and organized manner.
13. Ability to adapt to a variety of situations and to remain calm under stress.  Displays ability to multi-task in an environment with frequent interruptions.
14. Proven ability to work independently; effectively performs as a self-starter, using independent decision making appropriately.
15. Demonstrated interpersonal relations, communications and problem solving skills.
16. Exercises confidentiality and displays loyalty and integrity.
17. Supports and implements Eastmont School District policies, regulations, procedures, and administrative directives.
18. Deals with obstacles, deadlines and constraints positively.
19. Demonstrates ability to adjust to and use new approaches in the performance of his/her duties.
20. Maintains dress and appearance appropriate to a professional office setting.
21. Promotes good staff morale and works harmoniously and collaboratively with fellow staff.
22. Excellent attendance and punctuality.

Physical Requirements:

The usual and customary methods of performing the job’s functions require the following physical demands:

• Minimal lifting, carrying, pushing, and/or pulling
• Ability to lift 30 lbs.
• Minimal stooping, kneeling, crouching, and/or crawling
• Significant fine finger dexterity
• Generally this job requires 70% sitting, 15% walking, and 15% standing

• All those associated with Eastmont Secretary Unit

Eastmont School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Coordinator, Kayla Brown, 509-884-7169, brownk@eastmont206.org; and Section 504 Coordinator, Spencer Taylor, 509-884-7169, taylors@eastmopnt206.org. 800 Eastmont Avenue, East Wenatchee 98802

Salary : $26 - $32