Job Titles: Activities Department Administrative Assistant
Department: Clerical
Reports to: Activities Director
Classification: Nonexempt
Summary
Responsible for assisting in all aspects of the Activity Office. This includes assisting with all aspects of office, concessions and activity operations.
Essential Duties and Responsibilities
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Operate personal computer and peripheral equipment, photocopier, 10-key calculator, and other office equipment with a high degree of skill
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Performs secretarial and office management tasks
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Performs budgeting, requisitioning, and bookkeeping tasks as needed following established district rules and regulations
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Maintain files and records
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Independently, or as assigned, composes confidential and general correspondence, reports, memorandums, forms, and statistical data
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Maintain activity website
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Maintains activities calendar
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Prepares Activity Handbooks
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Attends meetings and trainings as directed
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Adheres to all district rules, regulations, and policies
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Communication - Coordinating and confirming schedules with coaching staff, officials, and administration
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Concessions - Stocking, Ordering and Cleaning
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Transportation - Verify and document district van mileage and maintenance
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Spreadsheets Team Transportation, KHS Summer Camps, Attendance for summer camps, Team Rosters
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Maintain MSHSAA Certifications, Schedules, Physicals, Rosters
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Banquet - Setup, certificates, and coordination of team sports/activity banquets
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, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Qualifications
Education
High school graduate
Certificates, Licenses, Registrations
None, however a keyboarding skills test will be administered
Skills and Abilities
Language
An individual who holds this position must have the ability to:
Read and interpret documents such as instructions and procedure manuals
Write simple and complex reports and correspondence
Speak with members of the public, students and other staff members
Computation
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages
Reasoning
An individual who holds this position must have the ability to:
Interpret instructions furnished in written, oral, diagram or schedule form
Solve problems when such problems have a variety of concrete variables
Technology
An individual who holds this position must:
Have strong computer skills including word processing, and working with spreadsheets and databases
Be able to understand and submit online reports to state and federal agencies
Have the ability to learn new systems and software
Other Skills and Abilities
An individual who holds this position must have:
Strong interpersonal skills and ability to work closely with a variety of staff members and the public
The ability to safeguard confidential information
Physical Demands
While performing the duties of this position an employee is regularly required to sit, talk and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach and bend and lift and carry up to ten pounds. Close vision ability to look at a computer screen for long periods of time is required.
Attendance
Consistent and regular attendance is an essential function of this position.
This position requires working at all football home games, as well as postseason tournaments. During a typical week, the employee will be scheduled for at least one home game, with the possibility of more if the week is busier. In the event of a last-minute cancellation, both the employee and the supervisor will assist in covering shifts. Additionally, the employee will be expected to work some regular season weekend tournaments.
Conditions and Environment
The work environment is frequently chaotic with many students and staff members present and speaking simultaneously.
This is a 12 month position, PTO and vacation eligible.
Could include evening and weekend working hours.
