About this role
Job Description Athletic Department & Activity Account Administrative Assistant
Purpose: The Athletic and Activity Accounts Assistant provides financial, administrative and clerical support to the Athletic Department and Central Office. Works closely with Athletic Director and Business Office Staff. Contract Length: 240 days Status: Non-exempt Reports to: Athletic Director and Chief Financial Officer Salary: Salary Schedule District Secretaries, Administrative Assistants, Bookkeepers, and Technology - 7 hour days, and late day rotation - Column D: $119.22 - $139.22 daily (28,612.80 - 33,412.80 annually) Job Duties:
• Maintain professional confidentiality in all matters
• Answer phone and greet people in a friendly and courteous manner
• Maintain office supplies and all department files for the Athletic Department
• Type correspondence as requested for the Athletic Director
• Type all schedules for each sport to be published
• Assist coaches with paperwork for athletic purchases
• Help to create and organize additional duty pay (stipend) sheets for all coach contracts
• Oversee all purchasing card matters for athletic department and school activity accounts and keep track of their use: check-in/out cards, adjust limits for cards and reconcile card statements to receipts/requisitions each month
• Create all athletic fund purchase orders
• Assist with yearly insurance bids; keep accident reports of all athletes; monitor status of all athlete insurance claim forms
• Complete the ticket sales report for each athletic competition with gate receipts and make deposits
• Assist in scheduling gate workers for events
• Provide assistance to all coaches and school secretaries/principals with paperwork
• Assist in the preparation of the Athletic Department budget
• Work closely with the Chief Financial Officer and building Principals to establish procedures for all activity account transactions to be processed at CO
• Follow district procedures for all cash handling and bookkeeping activities
• Travel as required between CO and TAC House and school buildings
• Enter athletic or activity account emergency/payable check batches into eFinance
• Contact vendors when checks are ready to be picked up
• Assist the booster club when necessary
• Provide audit trails, other reports or general information to district staff
• Receipt, code and deposit all activity account revenue
• Maintain documentation for all activity transactions
• Reconcile monthly bank statements for activity accounts
• Generate required monthly reports and paperwork for Accounts Payable Clerk and District Bookkeeper
• Assist with activity fund documentation during annual audit
• Assist Business Office staff as needed
• Assist district AP clerk with collecting IRS form W-9 from all new vendors paid in the activity account
• Perform other duties as requested by the Athletic Director, Chief Financial Officer or the Superintendents
Skills required:
• Able to prioritize between tasks
• Effectively switch between job duties throughout a work day
• Proficient computer skills - word/excel or Google docs/sheets, email
• Excellent time management skills
• Ability to remain seated for long periods of time
• Able to use 10 key calculator
• Good communication skills
• Ability to think through accounting issues and solve problems
• Accounting or bookkeeping experience
Required education or experience:
• High School Diploma
• Completion of post-secondary business courses preferred
• Experience in school finance and powerschool finance software preferred
• Experience with spreadsheets, databases, and financial software – preferably Microsoft Office Suite applications and Google Drive
Knowledge required:
• Strong written and oral communication skills
• Professionalism in actions, speech and appearance
• Must be detail oriented with an emphasis on accuracy
Physical Requirements: Language: Must have good expressive and receptive English language skills, to be able to communicate with and be understood by students, co-workers and parents, receive their responses and respond to them appropriately. Sensory: Must be able to visually or otherwise access written and printed content, and respond verbally and in writing. Must be able to hear and be understood over the telephone. Must have the ability to understand and respond to the verbal expressions of others, often in a noisy environment with multiple speakers and background noise, or outside. Movement: Ability to move around inside on hard surface and industrial carpeted surfaces, and to travel at a brisk, walking pace relatively long inside distances, without needing to stop or rest. Attendance: Must have the ability to work for the duration of the daily contracted time period, and to be physically present and at assigned work, with only infrequent unexcused absences, during the contract year. Cognitive: Must be able to conform behavior to that which is socially accepted as being appropriate to an adult and positive role model who is working both with young and impressionable children and interfacing with the public. Must have the ability to receive complex oral and written instructions and execute them appropriately. Must be able to operate with a high degree of accuracy any required technology. Must be able to master complex rules and apply the same in a possibly chaotic environment. (Optional – related to bookkeeping — must be able to perform job required math and complex bookkeeping functions with fidelity and accuracy.