SECRETARY- DIRECTOR OF ATHLETICS

Primary Purpose: To assist in the smooth and efficient operation of the office so that it will achieve the maximum impact on each child’s education.

Qualifications:

Education/Certification:

• High School Diploma or GED
• Meet certification requirements for this position

Special Knowledge/Skills:

• Ability to use personal computer and software
• Good organizational and communication skills

Experience:

• Two years general bookkeeping and clerical background preferred

Major Responsibilities and Duties:

• Serve as receptionist for Athletic Office and perform secretarial duties for athletic director and coaching staff.
• Receive and distribute mail and packages to coaches.
• Maintain the athletic events on the campus website calendar.
• Maintain the field house marquee for high school athletic events.
• Type and submit eligibility forms required by UIL for all Varsity UIL competitions.
• Serve as notary for UIL Previous Athletic Participation Forms. Processing new student athletes entering Santa Fe or former SF athletes as required by UIL.
• Assist and process Foreign Exchange Students applying for waiver to participate at SFISD in sporting events or for overage student waivers.
• Assign students to an Activity in Student Skyward for eligibility purposes.
• Proved eligibility list for all individual sports every three weeks.
• Schedule and coordinate the sizing of athletic, extra-curricular organizations and academic letter jackets.
• Assist students and parents with NCAA clearinghouse.
• Process Facility Use Request Forms for athletic facilities.
• Enter all work orders for the athletic department in Eduphoria.
• Responsible for level 2 approval process in Transfinder for all JH & HS athletic bus request submitted.
• Coordinate with Athletic Director needed workers for all home contests. Oversee the ticket booths, game workers and ensure Announcer has all needed information prior to home game night. Coordinate Parents Nigh for varsity football team.
• Assist Booster Clubs in selling tickets, prepare programs for banquets.
• Type and print copies of programs for play-off games held at home or at neutral site.
• Assist Trainers with Insurance claim forms and with collecting of all physical forms for JH and HS students.
• Oversee student/administrative activity fund accounts and general operating accounts for athletics. Communicate account balances and details with head coaches.
• Maintain petty cash fund and ensure all procedures are followed in accordance with the Activity Fund manual.
• Collect, deposit and maintain records for athletic participation fees collected for all high school athletics.
• Prepare moneyboxes with vouchers and cash for all HS sporting events. Deposit all money collected into the General Operating Account. Provide one copy of deposit receipt to the Business office.
• Sell season football tickets for varsity football games. Distribute tickets and collect money from sales at JH and Kubacak Elementary for varsity home football games. Complete all documentation paperwork for reporting football sales to Finance Department.
• Distribute visiting team with advance SFISD football tickets to sell. Ensuring SFISD tickets are returned and money sold by visiting school is returned to us by check in a timely manner.
• Sell tickets for out of town games. Responsible for ensuring unsold tickets and game reports returns to opponent on game day. Deposit money from sales and requisition payment to District for amount of money collected.
• Process all purchase orders for budget and activity accounts. Input into Skyward Finance for approval and processing. Maintain documentation for all purchases.
• Requisition office supplies and other material as needed for athletic department.
• Receive all merchandise ordered and distribute to coaches and ensure proper payment. Assist when merchandise must be shipped back to vendor.
• Responsible for ensuring proper payment for all HS & JH officials and vendors to the Business Office for processing.
• Maintain record of coaching staff purchases for submitting to Business Office for W-2 information.
• Process all paperwork necessary for overnight student trips sponsored by booster clubs. Ensure all procedures are followed in accordance with the Activity Fund Manual.
• Process all paperwork for staff travel in accordance with Business Office Finance Procedures Manual. Ensuring reimbursement as needed.
• Responsible for play-off moneybox and financial reports when hosting play-off games for outside schools.
• Assist Athletic Director with budget accounts for upcoming school year.
• Collect summer workout program fees. Deposit and maintain records to ensure proper payment of coaching staff for working the summer workout program.
• Display tolerance necessary for accepting supervision for and criticism of job performance.
• Work in harmony with supervisory, faculty, and peer personnel.
• Use professional information discreetly and judiciously.
• Support and follow administrative and Board policy.
• Represent the school system to the community in a positive, professional way.
• Maintain a sincere, friendly attitude toward patrons.
• Perform other duties as assigned.

Equipemnt Used:

Copier, calculator, computer, and printer

Working Conditions:

Mental Demands:

Ability to communicate effectively (verbal and written); maintain emotional control under stress; work with frequent interruptions.

Terms of Employment:

Work year established by the Board; salary according to current schedule.

Evaluation:

Performance of this job will be evaluated annually.