Hybrid Secretary to Director of Activities/Financial Secretary at Sweetwater County School District #1
Sweetwater County School District #1 · Rock Springs, United States Of America · Hybrid
$48,443.00 - $48,443.00
- Junior
- Office in Rock Springs
- Position Type:
Administrative Support Services/Secretary - Date Posted:
8/5/2025 - Location:
Rock Springs High School - Date Available:
When Filled - Closing Date:
When Filled Additional Information: Show/Hide
| Secretary to Director of Activities/Financial Secretary | JobID: 5530 |
Job Title: Secretary to Director of Activities/Financial Secretary
Location: Rock Springs High School
Terms of Employment: Full Time, 12 Months/Year
Salary: SEC-III $23.29
Nature and Scope of Job:
To assist in the daily organization, operation, and general functioning of the office. To promote an atmosphere conducive to the effective operation of a school and to insure optimal services.
The activities/school secretary is usually the first to encounter an individual upon entering a school. In this important role, the secretary is responsible for establishing a helpful, congenial atmosphere for all individuals who enter the building. The telephone manner must convey a cheerful, helpful tone. The activities/school secretary must be able to establish good rapport with all individuals in the school, i.e., parents, administrators, teachers, students, District workers, other secretaries, aides and sales representatives.
Basic secretarial and communication skills are necessary to perform such duties and responsibilities as assigned by the building Principal, and to do the following:
Job Functions
Essential Functions:
1. Accept responsibility for positive public relations.
2. Answer the telephone with the responsibility of taking necessary and appropriate related actions or relay calls to necessary personnel and/or office.
3. Initiates calls or other communication to handle departmental or office needs.
4. Coordinate communication connected with the Activities Office and junior high principals.
5. Open, screen, and properly handle all incoming activities office mail.
6. Take, compose, or transcribe correspondence as instructed by the Activities Director.
7. Assist in research needed for completion of reports and/or valid information requests for Activities Director.
8. Assist in the preparation of handbooks, reports, forms, programs, and other items pertinent to the Activities Director.
9. Maintains athletic schedules on USA HS Sports website and facility use schedules on District website.
10. Coordinate and maintain all processes in activity record keeping and filing.
11. Assist in the budget preparation process for SCSD #1/RSHS activities programs annually.
12. Generate checks for payment of officials and workers for all activities at RSHS, RSJH, Farson, and Wamsutter.
13. Distribute and process activity vouchers, transportation requests, student travel releases, and other forms pertinent to activities.
14. Schedule and arrange conferences and appointments as directed by the Director of Activities.
15. Follow through with maintenance requests as instructed by Director of Activities for District and RSHS activity areas.
16. Assist with the game administration of home activities (gate, programs, half-time schedules, officials, etc.).
17. Set up cash boxes for all activities (athletic, music, dances, etc.), count receipts, and send to District accounting office or credit to proper activity account.
18. Acquire motel accommodations for activity trips and Director of Activities travel.
19. Assist in insuring that all trip notices for activity and field trips are entered for attendance purposes and faculty is notified.
20. Assist with the organization of Fall, Winter and Spring Sports Parent Meetings.
21. Organize and copy the program for the Honors Awards Assembly.
22. Assist coaches and sponsors in aspects of their positions where appropriate (correspondence, programs, rosters, inventory, fees and fines list, eligibility lists, GPA reports, etc.)
23. Accept responsibility in the absence of Director of Activities.
24. Responsible for distribution and compilation of weekly student academic eligibility and notification to individual coaches.
25. Assist in the administration of clerical duties at all tournaments and home activity events (track meets, wrestling, etc.)
26. Track all current activity participants for eligibility purposes, GPA standing, state reports, and for future participation.
27. Send weekly activity notices to schools to verify schedules.
28. Verify travel itineraries for proper student paperwork.
29. Copy and code all returned activity travel vouchers and sends to District accounting office.
30. Maintain CPR and concussion management records on all RSHS coaches. Maintain and communicate student accident reports with Activities Director and District office.
31. Assist in organizing game schedules.
32. Maintain record of locker combinations for athletic locker rooms.
33. Type awards, letter certificates, etc. for coaches/sponsors for end of season awards banquets.
34. Collect athlete’s biographical information and type script for end of season senior recognition nights.
35. Issue W-9’s for officials and workers and send to appropriate District accounting personnel.
36. Process vendor invoices for RSHS Associated Students accounts and generate requisitions for payments.
37. Receipt all activity monies and deposit monies weekly.
38. Execute month-end and yearly closing of RSHS activity accounts and ensure timely distribution of accounting reports.
39. Correspond with vendors on errors for timely receipt or credit.
40. Control check disbursements, file related items, and compile information into required reports (check logs, financial reports, etc.)
41. Maintain accurate account records for RSHS Associated Students and faculty accounts.
42. Dispose of accounting records according to the time lines established by the Wyoming School Records Manual.
43. Assist auditors with files pertaining to RSHS activity accounts.
44. Bank monies, make payments, and keep accounting records of Faculty Flower and Gift Fund.
45. Help coordinate end of year Honors Awards Assembly and supplies newspaper with list of recipients.
46. Maintain calendar of events and facilities used and issue weekly and yearly calendars for RSHS and District personnel.
47. Organize and distribute student and faculty parking permits. Maintain supply of permits as needed.
48. Order and distribute season activity tickets and bank funds from ticket sales.
49. Complete and send Fall and Spring National Honor Society induction letters to parents and type certificates.
50. Assist parent groups with organizing hospitality rooms for tournaments.
51. Schedule groups to take tickets at all home varsity athletic contests, band concerts, chorus concerts, and WHSAA hosted events.
52. Maintain supply of chenille letter awards, certificates, and award pins.
53. Set up cashboxes for each concession stand and event; count and bank all monies from concessions and gate receipts.
54. Maintain change drawer and order supplies for office receptionist.
55. Perform other duties as assigned by Activities Director/Associate Principal.
Other Functions:
1. Answer phones and assist with students and visitors.
2. Assist with student medical problems when school nurse is not available.
3. Communicate with custodians concerning building maintenance and other problems.
--EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL DUTIES OF THIS JOB--
Job Qualifications
Knowledge, Skills and Mental Ability:
Able to make sound and appropriate decisions.
Has the capability to use and run all machines in the building.
Ability to accurately type 50+ words per minute.
Ability to use 10-key adding machine.
Ability to maintain confidentiality.
Ability to use proper grammar, correct spelling, correct punctuation, and proper writing form and structure.
Ability to compose, transcribe, or alter correspondence to meet varied needs.
Ability to meet and relate positively with people.
Ability to enunciate clearly with public in person and over the phone.
Ability to perform necessary clerical and record keeping assignments.
Knowledge of basic accounting and bookkeeping concepts.
Possess the necessary maturity, personality, loyalty, and interest to work cooperatively with supervisors and other District staff personnel.
Willingness to accept other assigned tasks.
Minimum Requirements (Education, License, Certification, Experience or Formal Training):
High School Diploma
Computer literate (specifically Microsoft Office)
Accounting or bookkeeping classes would be beneficial
Enjoy sports and activities
Equipment Used:
Computer Intercom Printer
Telephone Laminator Adding Machine
Copier Binding Machine Optical Scanner
TV-WEN video Paper Cutter FAX Machine
Typewriter Time Clock & Bells
Physical Demands:
Digital finger strength necessary to type on heavy setting.
Lower body strength to stand and walk throughout the work day.
Upper body strength to life and carry 25 pounds for 50 feet throughout the work day.
Have visual acuity and stamina to work at a computer monitor throughout the work day.
Standing for at least 25% of the work day.
Walking for at least 30% of the work day.
Sitting for at least 45% of the work day.
Environmental Demands:
Exposure to high traffic control
Exposure to computer monitor
Fluorescent lighting
Occasional exposure to weather extremes
High noise level and distractions from office traffic, telephones, computer equipment, copier, other offices, and building ventilation system
Poor ventilation, no air conditioning
Additional benefits
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