AZTEC MUNICIPAL SCHOOL DISTRICT

Job Description

Athletics & Activity Administrative Assistant

Job Summary

Serves as the secretary/bookkeeper for the Athletic Director.

Reports To:  Athletic Director

 Qualifications

1. High School Diploma or equivalent
2. Demonstrate Communications Skills
3. Demonstrate Public Relation Skills
4. Demonstrate Organizational Skills
5. Demonstrate Computer Skills
6. Ability to Perform Essential Job Functions
7. Ability to Perform Job Task Requirements
8. Must complete a finger-print background check 

Desired Qualifications

1. Knowledge of and experience with accounting principles, including fund internal controls
2. Experience or knowledge in NM Procurement Code
3. Knowledge of and experience in budgeting and reporting
4. Knowledge of and experience in accounts receivable
5. Knowledge of and experience with Microsoft Office applications (Power Point, Word, and Excel)
6. Better than average recommendations from previous employers and/or other professionals familiar with the applicant’s personal characteristics, academic achievement and workplace performance
7. Five years Experience (Related)
8. Knowledge of Ivisions
9. School Messenger
10. Knowledge of Data Driven Instructional Practices and Professional Learning Communities

Essential Duties and Responsibilities

• Provide secretarial and bookkeeping functions for the Assistant Principal/Athletic Director and Staff
• Maintain various accounting spreadsheets for several budgets
• Maintain budget files and records for various accounts
• Assist employees, coaches, parents and students with inquiries and concerns
• Work with district scheduler for umpires/referees and officials
• Assist the Athletic Director in scheduling activity and athletic events
• Answer the telephone and send faxes
• Work with the Assistant Principal/Athletic Director on athletic and activity budgets for the school
• Work with coaches in making travel arrangements with transportation department
• Prepare requisitions for purchases
• Prepare reports, balance boxes and tickets for the NMAA for state play-off games.
• Responsible for cash fund for KMS and AHS for cash boxes
• Responsible for preparation of cash boxes for athletic events and for balancing of boxes after event and depositing of cash in proper accounts
• Responsible for the maintenance of activity accounts for the Athletic Director and the coaches, seeing that funds received are recorded and deposited to proper accounts.
• Screen calls for the Assistant Principal/Athletic Director
• Schedule workers for all activity and athletic events for the school
• Enter deposit entries into the accounting system
• Serve as a support to the Assistant Principal/Athletic Director in preparation of the budget
• Follow oral and written directions
• Any and all other tasks as assigned by the Assistant Principal/Athletic Director or his/her designee

Supervisory Responsibilities

This position supervises the following positions:  None

Confidentiality

Due to the sensitive nature of this position and access to financial information, the highest degree of confidentiality is required.

Qualification Requirements  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to eligible individuals with disabilities to perform the essential functions.

Education and/or Experience

 Please see Qualifications

Communication and Language Skills 

• Ability to read, analyze and interpret technical procedures and governmental regulations.  
• Ability to assist with preparation of reports and correspondence.  
• Ability to effectively present information and respond to questions from staff, peers and community.

Mathematical Skills  

• Ability to work with basic mathematical concepts
• Accounting and bookkeeping experience necessary

Other Skills and Abilities  

• Ability to establish and maintain effective working relationships with staff, peers and community 
• Ability to communicate clearly and concisely.  
• Ability to use computers and other technology to accomplish job responsibilities.  
• Ability to perform tasks quickly and efficiently and follow verbal directions.  
• Ability to work around congested areas.  
• Ability to work a flexible work schedule around job responsibilities.

Analytical and Reasoning Ability 

• Ability to define problems, collect data, establish facts and draw valid conclusions.  
• Ability to interpret a variety of technical instructions in written, verbal or diagram form, and deal with abstract variables.

Temperaments 

• Ability to teach others, work with people and influence people in their opinions, attitudes, and judgments.  
• Ability to perform a variety of duties.  
• Ability to work with people who express conflicting opinions.  
• Ability to solve problems, make sound judgments and reach conclusions.  
• Ability to express personal feelings professionally, and perform effectively under stress.

Physical Attributes

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to stand, walk, talk or hear and use hands to finger, handle, type or feel.  The employee may occasionally sit, climb or balance, stoop, kneel, crouch, or crawl and reach with hands and arms.  Specific vision abilities required by this job include close vision and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.  The employee must possess and maintain a current driver’s license.  The employee is frequently required to interact with the public and other staff.  

Certificates, Licenses

Must possess or be eligible to obtain a valid driver’s license.

Term of Employment

• Determined by school district calendar
• Salary per AMSD Salary Schedule
• Evaluation annually

Evaluation 

 Performance of duties will be evaluated at least annually in accordance with Aztec School Board Policy.

Physical Rating Level

This position will require the employee to function at a “Medium” physical capacity as defined by Worker’s Compensation Statutes.  “Medium” physical capacity indicates the ability to lift up to 50 pounds occasionally or up to 25 pounds frequently. 

Physical Requirement Details

Definitions: R = Rarely = 1% to 9% of a 7.5 hour work day

O = Occasionally = 10% to 33% of a 7.5 hour work day

F = Frequently = 34% to 66% of a 7.5 hour work day

C = Continuously = 67% to 100% of a 7.5 hour work day

The above statements are intended to describe the general nature and level of work expected.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of employees in this job classification.