Activities Directors Secretary - Grade V

Closes to internal bidders on April 08, 2025 at 3:30 p.m.


Position: Activities Director's Secretary - Grade V
Work Schedule: Mon-Fri, 8 hrs/day, 11 month stretch
Start Date: June 30, 2025
Pay: Starting pay is $19.91 - $22.62 per hour dependent on qualifications
Benefits: Benefits available per the clerical labor agreement which can be found online at: https://www.isd622.org/about/human-resources

Job Summary:
The Activities Director’s Secretary will support the Activities Director in the operation of the Activities Office as it pertains to all extracurricular events and providing positive public relations with members of the community, parents, staff, administration, and students.

Required Qualifications:

• Associate’s degree or equivalent (48 college semester credits or two years experience)
• Keyboarding speed of 50 wpm
• Minimum of three years of relevant experience
• Strong communication (written and oral) and interpersonal skills
• Advanced computer skills including word processing, database, budgeting, and spreadsheet programs
• Experience working with budgets and utilizing bookkeeping/accounting skills
• Excellent decision-making and problem-solving skills
• Highly organized and flexible
• Skilled in prioritizing tasks, multi-tasking, and record-keeping
• Self-motivated with the ability to function with minimal supervision
• Ability to maintain confidentiality

Preferred Qualifications:

• Bachelor’s degree or equivalent
• Knowledge of secondary activities and athletics

Essential Duties & Responsibilities:

• Provide customer service to students, parents, staff, administration, and community members including managing applicable electronic message board(s), responding to phone calls and emails, and providing information and directions as necessary
• Gather, organize, and prepare documentation for correspondence with students, parents and the media regarding all athletic events (i.e. schedules, calendars, and related memos)
• Prepare MSHSL eligibility packets for use by all athletes. Facilitate the online registration and fee payment process.
• Manage school Activities budget including the depositing and recording of all athletic fees, gate receipts, and miscellaneous monies
• Prepare summary, detailed, and year-end reports for advisors, auditors, and administration
• Prepare weekly schedules to distribute to coaches, staff, the Transportation department, and the City grounds crew
• Receive and verify eligibility, physical, and other athletic paperwork. Work with the athletic trainer to provide updated emergency information.
• Prepare and confirm activity schedules, transportation schedules, rosters, and programs for each sport and activity
• Maintain game contracts between the school and non-conference schools
• Work with the calendar company to gather data, pictures, and schedules to provide a picturesque calendar for each season – fall, winter, and spring sports
• Maintain confidential records and information – academic records, MSHSL and District 622 Chemical/Tobacco violations, school suspensions, physical and health records, and injury reports
• Maintain records of student eligibility, game contracts, and conference schedules
• Provide assistance and necessary communication to all coaching staff and activity advisors
• Prepare all award certificates for each athlete at the end of their season for their banquets
• Coordinate All-Conference pictures
• Work with the Activities Director to coordinate information gathering and scheduling related to college signings as well as MSHSL and Athena award presentations
• Gather data for the MSHSL Foundation Grant
• Complete annual MDE athletic data reporting
• Maintain and update the Activities and Athletics website
• Maintain policies and handbooks on behalf of the Activities Director
• Order office supplies, game tickets, eligibility forms, and letter certificates
• Participate in continuing education opportunities such as the Activity Director Assistants Conference and conference Activity Secretaries meetings
• Maintain and manage a company credit card (P-Card), charging various items, registering coaches for conferences on behalf of the Activities Department, and processing invoices for payment
• Monitor and call in repairs for vending machines, refunding students/staff for any monies lost due to malfunctioning vending machines
• Complete third party billing administration paperwork
• Other duties as assigned