REPORTS TO: Activities and Athletics Director

CLASSIFICATION: Non-exempt, part-time hourly support staff employment

EMPLOYMENT TERMS: Employment terms covering compensation, benefits, and working conditions are specified by Board of Education policies, agreements, salary schedules and approvals.  

 

JOB SUMMARY: The Administrative Assistant supports the efficient operation of the Activities and Athletics office by performing a wide range of clerical and administrative tasks. This role requires discreet and tactful handling of sensitive and confidential information, strong interpersonal skills, and dependable support for all functions related to the activities and athletic administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare and maintain multiple financial records and budgets for all athletic programs 
• Order and coordinate season passes and activities and athletic tickets, sell weekly tickets and coordinate tickets sales with campuses
• Initiate purchase orders, check requests, travel advance requests and work orders 
• Assist with the deposit of all funds and request payments through athletic activity accounts
• Prepare and audit cash boxes for all athletic events 
• Assist in securing workers and volunteers for all athletic events as needed 
• Assist with deposit of all funds, prepare/review all purchase orders, and maintain petty cash department funds
• Assist coaches and sponsors in the development and maintenance of parent/ team/ department communications
• Assist and train coaches and sponsors to update social media followers on team/club platforms 
• Maintain and prepare all supplement pay for game officials/event staff
• Verify and pay all security officers for all sport events
• Assist in compiling information and preparing reports, schedules, correspondence, athletic handbook, team rosters, etc. as needed 
• Assist in collection of athletic participation fees for the district and deposits/refunds of athletic participation fees
• Assist in training new coaches on office procedures 
• Assist in making arrangements for all play-off games 
• Submit and pay all entry fees for all athletic events 
• Provide comprehensive administrative support to the Activities and Athletic Director, including scheduling, correspondence, document preparation, and coordination of daily workflow
• Draft, revise, and format letters, memos, reports, and other correspondence
• Answer and respond to incoming phone calls, emails and other requests for information directed to the Activities and Athletic office, ensuring timely and professional communication.
• Assist students, staff, parents, and community members offering accurate information and courteous service
• Sort, distribute, scan, copy, and maintain documents and forms as needed.
• Abide by state law, District policies, and regulations in all duties performed
• Perform other duties and responsibilities as assigned

 

QUALIFICATIONS REQUIREMENTS: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, be a person of high integrity and maintain confidentiality. The requirements listed herein are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION, TRAINING AND/OR EXPERIENCE 

• High school diploma or GED
• Two years experience, preferred.
• Excellent communication, organization and computer skills. Knowledge of word processing, spreadsheets, filing and general office procedures

 

ABILITIES, KNOWLEDGE AND SKILLS

Interpersonal Skills

Must possess strong, positive interpersonal skills including communication, ability to work with a group on problem solving, listening skills, positive attitude and deportment.

Language Skills

Ability to read and comprehend simple instructions, correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one  and group situations.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate and understand.  The employee is regularly required to stand, walk and sit.  The employee is regularly required to use hands and arms to finger, handle, feel and reach as well as to talk and hear.  The employee is occasionally required to stoop or kneel and occasionally lift and/or move up to 25 pounds.  Regular attendance on the job is expected.

WORK ENVIRONMENT:

Work primarily occurs in a school and office environment that is dynamic, active, and occasionally noisy. The noise level in the work environment is usually moderate.  The employee is continuously interacting with the staff, students and community members. 

 

EVALUATION:

Performance will be evaluated annually according to Board policy and established District standards.

 

 

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of  all responsibilities, skills, duties, requirements, efforts or working conditions associated with this position. While this job description is intended to be an accurate reflection of the current position, additional duties may be performed by the individuals currently holding this position and may be assigned by the Supervisor, subject to all applicable state and federal laws.  The District reserves the right to revise the position or require that other or different tasks be performed to address changes in circumstances or the needs of the District.This job description does not create an employment contract.

 

Revised: 09/2026