Job Title: Secretary/ District Activities Director
Job Category: Secretary Services
Starting pay: $16.07
Supervisor: Activities Director
QUALIFICATION: 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 enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned by the District Activities Director and/ or applicable Principal.
Screens incoming calls/ correspondence/ mail, and greets all guests/visitors for the applicable Activities Office, and when necessary, acts as receptionist for the Activities office area.
Takes and transcribes dictation; composes/prepares confidential and other correspondence, reports, and other complex documents for the District Activities Director and/or the applicable Principal
Coordinates the District Activities Director and/or applicable Principal’s calendar, and schedules appointments
Arranges meetings as required, including arranging for the facilities and career, missing meeting bulletins, schedules and other information, and perform other meeting related duties as assigned, e.g.,
Parent booster organization planning meetings
Preparing schedules for Activities Department meetings
5. Arranges Activities Departments related travel plans/itineraries; complies documents for travel related meetings, including schedules and registrations, and arranges participant transportation for away contests.
6. With authorization from the Activities Director and/or applicable Principal, submit news releases to the Director of Community Services.
7. Record the current activities hotline and communicate daily bulletin events as applicable
8. Perform administrative support functions for the Activities Department events, and other applicable co-curricular related duties, e.g.,
Preparing seasonal schedules for Activities Department contest
Preparing programs for home contests
Confirming concession assignments for home contests
Create and distribute periodic eligibility lists, and distribute ineligibility information as applicable
Organize and conduct advance sale of home event tickets
Recruit and confirm all game workers for all home contests
Contact and confirm officials assigned to all home contests
Organize award lists, and schedule postseason recognition programs
Collect and maintain records officials assigned to all home contests
Prepare materials for other students co-curricular activities, as directed
9. Assist the applicable school office personnel in conduction student registration
10. Creates and maintains applicable Activities Department database and spreadsheet files
11. Maintain the applicable Activities Department computer and hard copy filing system
12. Perform data entry and maintenance as directed on applicable Department/Program budgets, including the accurate accounting of athletic student activity funds
13. Performs appropriate administrative action, on all applicable purchase orders
14. Acts as custodian of applicable Activities Department documents and records
15. Coordinate the ordering of office supplies for the Activities department office area in the applicable school building(s)
16. Performs operator level cleaning/maintenance of applicable computer system and office machines
SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.
EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED)
Office secretarial and/or administration experiences preferred
LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from small groups of school administrators/ management, parents, and general public.
Ability to understand, read and speak Spanish is preferred, but not required.
MATHEMATIC SKILLS: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING SKILLS: Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
OTHER SKILLS and ABILITIES:
Ability to effectively communicate and interact with individuals possessing varied educational and social backgrounds.
Ability to work in a confidential atmosphere.
Ability to take and transcribe dictation
Exhibit accomplished office machine operator skills, e.g., computers, typewriters, printers, faxes, copies, and have a basic understanding of the mechanical functions related to such office equipment.
Highly skilled in the area of filing and use of an office business telephone system
Ability to work effectively in a constantly changing environment, and as a member of a team.
Ability to effectively with computers word processing, spreadsheet, graphics, and other applications software applications currently in use in administrative support of the Activities Department efforts
Posses a willing to work overtime as required to accomplish the goals of the District, and the applicable Activities Department office
PHYSICAL DEMANDS: 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 regularly required to use hands or finger, handle, or feel; reach with hands and arms; and talk to hear. The employee frequently is required to sit. the employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
NOTE: The job duties of viewing colored graphs and/or small multiple figures on a computer screen and/ or paper for extended periods of time, operating and performing operator level maintenance on office machine, climbing small step ladders for supply handling, and greeting guest/visitors are a few of the references used for the above physical requirement parameters
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential function 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 occasionally exposed to moving mechanical parts; precarious places; fumes or airborne particles; outside weather conditions; risk of electrical shock; and risk of radiation. The noise level in the work environment is usually moderate.
NOTE: This job duties of viewing a computer screen for extended periods of time, participating in outside/onsite support activities contests, being in close proximity to operating motor vehicles during the transporting phase of contests, climbing bleachers/stairs, performing operator cleaning and maintenance of a copier, computer, and other applicable office machines, and normally working in an office environment are a few of the references used for the above work environment characteristics.
TERMS OF EMPLOYMENT: As provided by the current negotiated agreement between the Sterling Education Association (SEA) and the Board of Education.