Athletic Secretary (High School) - 25/26 bei Teays Valley Local Schools

Title: Athletic Secretary                                                                     

Department: Support Staff

Building/Facility: High School

Reports to: Building Adminstrator

Employment Status: Regular/Full-Time

FLSA Status: Eligible for Overtime

Description: The Athletic Secretary provides administrative and clerical support to the Athletic Director and assists in the daily operation of the high school athletic department. This position helps ensure efficient coordination of athletic events, accurate recordkeeping, and positive communication among students, staff, parents, coaches, and the community.

Essential Duties and Responsibilities

Administrative Support

• Serve as the primary administrative support for the Athletic Director.
• Maintain calendars, schedules, and communications for athletic programs and events.
• Prepare correspondence, reports, and presentations related to athletics.
• Maintain accurate and confidential student-athlete, coach, and team records.

Event Coordination

• Assist in scheduling athletic contests, officials, and transportation.
• Prepare and distribute athletic event schedules, rosters, and passes.
• Coordinate facility use and event setup with maintenance and custodial staff.
• Process requisitions, purchase orders, and payments for officials, equipment, and supplies.
• Help organize and support athletic banquets, award programs, and recognition events.

Financial and Recordkeeping

• Track athletic department budgets, expenditures, and receipts.
• Collect and record athletic fees, ticket sales, and deposits in accordance with district procedures.
• Maintain records of athletic eligibility, physicals, and insurance as required by OHSAA and district policy.

Communication and Customer Service

• Serve as the first point of contact for the athletic office — greeting visitors, answering phone calls, and responding to inquiries in a professional manner.
• Communicate regularly with coaches, parents, and officials regarding schedules, cancellations, and updates.
• Maintain the athletic website, social media updates, and community notifications regarding events and accomplishments.

Other Duties

• Assist with substitute coverage or communication when athletic staff are absent.
• Support the Athletic Director and administration in emergency or disciplinary situations related to athletics.
• Perform other duties as assigned to support the smooth operation of the athletic department.
• Perform other duties as directed by the Principal related to the support of the school operations in the main office.

Knowledge

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of student records software.
• Knowledge of basic safety procedures and first aid.

Skills

• Skilled in organizing and problem-solving skills.
• Skilled in active listening by giving full attention to what other people are saying, taking the time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
• Skilled in speaking with others to convey information efficiently.
• Skilled in understanding written sentences and paragraphs in work related documents.

Abilities

• Ability to work effectively with others.
• Ability to communicate ideas and directives clearly and effectively both orally and in writing.
• Ability to generate correspondence independently.
• Ability to operate and utilize office equipment including copy machine, computers, etc.

Minimum Qualifications

• High School diploma or general education degree (GED)
• Satisfactory completion of BCI and FBI background check
• One- or two-years of related experience in a school office, athletic office or administrative support role preferred.

Physical Demands

• Required to have dexterity of hands and fingers.
• Specific vision abilities required include close vision and ability to adjust focus.
• Required to stand or sit for extended periods of time.
• Regularly required to bend at the waist, kneel, crouch, reach, climb and stretch with hands and arms.
• Required to report to work on all scheduled workdays.
• Frequently required to push, pull, lift, or carry various supplies and materials up to a maximum of 25 pounds.
• Frequent repetitive hand motion, e.g., typing, computer work.
• Occasional exposure to blood, bodily fluids, and tissue.
• Occasional interaction among unruly children.
• Occasionally required to speak and hear.
• The physical demands described here are a representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Terms of Employment

This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

The Teays Valley Local School District is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability.