Athletic Secretary @ Brownwood High School

Primary Purpose

Provide administrative and clerical support to the Athletic Director and athletic department to ensure the efficient operation of district athletic programs. Maintain accurate records, coordinate schedules and communications, assist with UIL compliance documentation, process purchasing and financial paperwork, and provide support to coaches, students, parents, administrators, and the public.

Qualifications

Education/Certification

• High school diploma or GED required
• Additional business, office, or administrative training preferred

Special Knowledge/Skills

• Strong organizational, communication, and interpersonal skills
• Ability to maintain accurate records and meet established deadlines
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Proficiency with computers, email, spreadsheets, word processing, and district software systems
• Ability to learn and utilize athletic scheduling, ticketing, purchasing, and student information systems
• Ability to maintain confidentiality of student and employee information
• Knowledge of UIL rules, athletic procedures, and public school operations preferred
• Ability to communicate professionally with students, parents, coaches, administrators, officials, vendors, and community members

Experience

• Previous secretarial, clerical, bookkeeping, or administrative experience preferred
• Experience in a school district or athletic department preferred

Major Responsibilities and Duties

Athletic Department Support

• 1. Provide administrative and clerical support to the Athletic Director and athletic department.
• 2. Maintain the Athletic Director's calendar, appointments, meetings, deadlines, and department activities.
• 3. Answer telephone calls, respond to routine inquiries, receive visitors, and direct questions to the appropriate staff member.
• 4. Prepare correspondence, reports, spreadsheets, forms, schedules, rosters, and other athletic department documents.
• 5. Assist coaches with administrative needs and communicate district procedures, deadlines, and required documentation.
• 6. Maintain current contact information and distribution lists for coaches, administrators, officials, schools, and other athletic contacts.

Scheduling and Events

• 7. Assist with scheduling athletic contests, tournaments, practices, facilities, and other athletic events.
• 8. Maintain and distribute accurate athletic calendars and schedules, including changes, cancellations, and rescheduled events.
• 9. Coordinate with campuses, coaches, transportation, maintenance, custodial staff, security, officials, and other departments regarding athletic events.
• 10. Assist with arrangements for officials, game workers, ticket personnel, security, medical coverage, and other event staffing as directed.
• 11. Assist with playoff, tournament, and special-event arrangements.
• 12. Communicate event information to visiting schools and appropriate district personnel.
• 13. Assist with facility-use schedules and maintain records of athletic facility reservations.

UIL and Student Records

• 14. Maintain student-athlete records and required forms in accordance with district and UIL procedures.
• 15. Assist with eligibility documentation, rosters, certifications, and other required records as directed by the Athletic Director.
• 16. Assist with UIL reporting, deadlines, and documentation as assigned.

Purchasing and Financial Responsibilities

• 17. Prepare purchase orders, requisitions, check requests, and other purchasing documents for the athletic department.
• 18. Assist coaches with district purchasing procedures and required documentation.
• 19. Maintain records of athletic department expenditures and assist the Athletic Director in monitoring departmental budgets.
• 20. Process invoices and verify receipt of goods and services before submitting documentation for payment.
• 21. Communicate with vendors regarding orders, invoices, quotes, deliveries, and account questions.
• 22. Maintain ticketing, gate receipts, and make deposits.

Travel and Transportation

• 23. Prepare and process travel requests, hotel arrangements, meal requests, mileage, reimbursements, and other travel documentation.

Communication

• 24. Serve as a primary point of contact for routine athletic department questions from parents, students, employees, officials, vendors, visiting schools, and community members.
• 25. Communicate schedule changes, event information, deadlines, and other athletic information promptly and accurately.
• 26. Assist with maintaining calendars.
• 27. Maintain professional and positive working relationships with district staff, students, parents, and community members.

Records and Office Management

• 28. Establish and maintain organized electronic and paper filing systems for the athletic department.
• 29. Maintain records in accordance with district records-retention requirements.
• 30. Maintain inventories of office supplies and athletic department materials.
• 31. Receive, distribute, and process department mail and deliveries.
• 32. Prepare reports and compile information requested by the Athletic Director or district administration.
• 33. Maintain confidentiality regarding student, personnel, financial, and district information.

Other

• 34. Follow established district policies, administrative procedures, UIL rules, and applicable state and federal requirements.
• 35. Participate in training and professional development as required.
• 36. Assist with athletic events outside the regular workday when assigned.
• 37. Perform other duties as assigned by the Athletic Director or district administration.

Supervisory

Responsibilities

None unless specifically assigned by the Athletic Director or district administration.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including computer, printer, copier, scanner, telephone, and district software systems.

Posture: Prolonged sitting; occasional bending, stooping, kneeling, and reaching.

Motion: Repetitive hand motions, including frequent keyboarding and use of a mouse; occasional lifting and carrying of files, supplies, and athletic materials.

Lifting: Occasional lifting and carrying of materials and equipment.

Environment: Primarily office environment with occasional work at indoor and outdoor athletic facilities. May be exposed to heat, cold, noise, crowds, and changing weather conditions when assisting with athletic events.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; meet established deadlines; manage multiple priorities simultaneously; communicate effectively with students, parents, employees, officials, vendors, and the public.

Work Schedule: Regular district work schedule with occasional evenings, weekends, holidays, or extended hours required for athletic events, tournaments, playoffs, and other department activities.

Professional Conduct

The Athletic Secretary is expected to maintain confidentiality, demonstrate professional judgment, provide courteous customer service, and support the goals and operations of the District's athletic program. The employee must comply with all District policies, administrative regulations, UIL requirements, and directives from supervisors.

Work Days: 226

Salary: District Compensation Plan 2026-2027

Posted: Until filled