TITLE:          Secretary - Athletics

PRIMARY FUNCTION:    Provides secretarial support to the Athletic Director and Coaching staff through a variety of office procedures including typing, computer applications, clerical and other related administrative duties.  Assist the Principal and Athletic Director in fulfilling duties as Treasurer of the Valley District and Region 4A North of Virginia High School League.*

*Additional compensation is provided by the Valley District and Region to cover duties performed on behalf of the organizations as set forth in the organizations’ respective handbooks.

QUALIFICATIONS:

1. Any combination of education and experience equivalent to graduation from high school, supplemented by courses in business, mathematics and accounting with experience in general office work.

    

2. General knowledge of clerical/accounting/data base management/records management as well as standard office procedures and practices.  Proficiency and advanced knowledge preferred.

    

3. Evidence of proficiency in spoken and written communication to express and/or exchange ideas.

    

4. Ability to establish and follow detailed work procedures with speed and accuracy.

    

5. Proficiency in the use of a variety of office machines including computers, copiers, fax machines, and  scanners, with experience using Microsoft Office applications, Google Docs, e-mail and information systems applications.

    

6. Evidence of successful work in a setting involving confidentiality issues and access to sensitive information. 

    

7. Emotionally mature, objective, and sensitive to people and their concerns with evidence of work in a diverse environment. Able to handle responsibility, work independently, maintain trust and confidentiality, and maintain collaborative working relationships with students, families and co-workers.

    

   REPORTS TO:  Athletic Director

    

   ESSENTIAL FUNCTIONS:

    

1. Type and/or mail all athletic-related items (i.e. rosters, schedules, reports, correspondence, etc.).

2. Compile and maintain eligibility lists, checks grades for athletes and complete eligibility reports.

3. Assist with inventories, files and record-keeping.

4. Request quotes or bids, and prepare Purchase Orders as assigned by the Athletic Director for the purposes of procuring necessary equipment and materials for Athletic programs and teams, to include preparation of necessary paperwork as far in advance as possible to facilitate timely notification and approval signatures.

5. Arrange all team travel needs for Athletic and Academic teams through Harrisonburg City Public Transportation.  Coordinate leave and return times with Coaching staff.

6. Assist Athletic Director in preparation, monitoring and reconciliation of Athletics annual budgets as assigned.

7. Prepare programs, rosters and promotional items for sports events.

8. Coordinate with Athletic Booster Club Club members and officers any needs they may have from the Athletics Office, including fiscal transfers between Boosters and Athletics.

9. Create and issue Valley District athletic passes to member schools and to Harrisonburg High School recipients as directed.

10. Assist with the coordination and scheduling of seasonal Safety Meetings to include preparation of printed materials and verification of athlete and parent attendance.

11. Assist the Streaks Club with athletic information as needed.

12. Assist with sports marketing functions to include  the selling and billing of sports ads to include face-to-face communication and phone call follow-ups as necessary

13. Assist with  production of the sports media guide  booklet and game-day publications, to include layout and printing with local printshops.

14. Assist with recruitment and assignment of personnel to work as ticket sellers, ticket takers, crowd supervisors, scorers, timers, and announcers for game management duties as needed; to include schedule coordination and adjustments due to rescheduling needs.

15. Prepare ticket selling materials for all sports events to include preparation of purchase order for change fund, ticket boxes, accounting forms and reports, and tickets.

16. Count athletic event proceeds after sporting events and submit to high school fiscal agent for verification and deposit.

17. Dispense athletic information to coaches and faculty.

18. Collect parking fees from students and issue parking decals to high school students and staff.  Maintain an updated database of current parking information.

19. Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities.

20. Assume responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.

21. Follow appropriate safety and fiscal procedures and properly maintains equipment.

22. Answer Athletics telephone line and serve as first line of contact for Athletic Department on a daily basis.

23. Respond to telephone, e-mail and in-person requests, inquiries and questions in a professional, polite and responsive manner.

24. Participate in the monthly Main Receptionist coverage rotation with other building Administrative Secretaries.

25. Demonstrate good attendance and punctuality according to assigned work schedule which may be variable at times. 

26. Attend all required meetings.

27. Maintain confidentiality in all matters.

28. Model non-discriminatory practices in all activities.  Respect the worth, dignity and individual differences of others.

29. Comply with and supports school division policies, regulations and procedures.

30. Perform other duties as assigned by the Athletic Director and/or the Principal or Assistant Principals.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

1. Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently.

    

2. Stand, walk, use hands, reach with hands and arms, stoop, kneel or crouch.

    

3. Not substantially exposed to adverse environmental conditions on a daily basis, but occasionally work will be performed outdoors and in inclement weather during sporting events.

    

   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the physical demands.

    

    

    

   TERMS OF EMPLOYMENT:  220 Day Contract, July 1^st – June 30^th, with flexibility built around the need for year-end financial reporting, and fall procurement needs.

    

   FLSA STATUS:       Non-Exempt

    

   SALARY SCALE:   Clerical Salary Scale

    

   EVALUATION:       Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of classified personnel.

    

   The above is intended to describe the essential functions of and requirements for the performance of this position.  It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position.

Revised 7-21-2015