Job Description

Administrative Assistant II, Athletic Director/Bookstore

Full-time positions (30+ hours/week) are eligible for benefits on the first of the month following their 60th day of employment: The District Benefits are very competitive and include health, dental, vision, and a life insurance policy. Supplemental policies through Aflac and LegalShield are also offered at an additional cost to the employee.

Employment Terms: 1.0 FTE/12-month position

Salary Classification: Classified

General Statement of Responsibilities:

The Administrative Assistant to the Athletic Director is also the site's bookkeeper and will be responsible for providing a positive working relationship with students, faculty, staff, and parents. Responsibilities will include tracking and maintaining eligibility clearance paperwork and ensuring adherence to AIA guidelines. Responsible for certifying compliance with rules and regulations set forth by the Uniform System of Financial Records.

Principle Duties:

• Updates and maintains student information on the computer system (Rank One; Synergy; InTouch; ABC).
• Generates purchase order requisitions (Visions), official checks, and maintains athletic budget.
• Orders and maintains an inventory of departmental and office supplies.
• Handles all cashier duties necessary for school-related fees, student insurance, yearbook sales, club funds, etc.
• Assists in the organization and supervision of student registration and checkout procedures as well as other yearly activities.
• Performs managerial duties with total responsibility for the operation of the bookstore and is responsible for substantial amounts of cash.
• Tracks and maintains eligibility clearance paperwork.
• Confirms athletic events schedules with AIA and other schools.
• Confirms with officials for upcoming AIA events.
• Assists AD with paperwork to comply with the AIA guidelines on eligibility.
• Generates correspondence, memos, and reports as required.
• Maintains schedules for athletic events.
• Maintains both general and confidential files, as required by the Athletic Director.
• Prepares athletic awards; assists AD with "parent night" for athletic teams.
• Responsible for scheduling and confirming extra duties related to athletics.
• Schedules transportation for athletic events and field trips.
• Confirms with schools for upcoming athletic events.
• Assists AD with the organization of tournaments and entry fee collection.
• Produces weekly eligibility checks and notifies coaches.
• Maintains and balances the athletic checkbook.
• Provides backup for other administrative assistants and nurse, as needed.
• Updates computer files with respect to student schedule changes, lost books, and withdrawals.
• Collects fees for damaged/lost textbooks, clubs, insurance, athletic events, graduation items, and completes insurance claim forms as needed.
• Prepares daily sales/cash collection report; conducts daily checkout and deposit preparation.
• Prepares cash boxes for athletic and other school-related events.
• Summer school responsibilities, as designated.
• Issues student ID cards.
• Processes student fees, activity fees, and tax credit account purchase orders and deposits.
• Manages all bookstore accounting, including concessions.
• Performs basic office procedures and other related tasks as assigned by supervisor.

Occupational Condition: Low risk - Work is routinely performed in indoor environments, including exposure to noise and being on your feet for extended periods of time.

Skills Required:

Bookkeeping experience

Computer software expertise and keyboard skills.

Qualifications:

• Must possess a high school diploma or equivalent, supplemented by appropriate business courses.
• Must possess one to three years of Bookkeeping experience, preferably in a school setting.
• Must complete a series of secretarial tests with a high degree of proficiency.
• Must possess a thorough knowledge of the use of standard office machines and computers.
• Must be able to lift up to 30-50lbs.
• Must have the ability to communicate and work well with staff, students, and parents.
• Must possess an ability to deal effectively with matters of confidentiality.

Commitment & Dependability:

• Willingness to be an integral member of a successful team;
• Dedication to providing the highest level of service;
• Adherence to policies and procedures;
• Resourceful and adaptable.

Position Expectations:

Time Management: Must be able to prioritize tasks assigned by supervisor.

Stress Management: Periodic stress due to deadlines and multiple schedules.

Public Contact: Interact primarily with the public, staff, and parents.

Evaluation Procedure: The evaluation is done by the site Assistant Principal/Athletic Director.

Supervision Received: The Administrative Assistant II, Athletic Director/Bookstore, reports directly to the Assistant Principal/Athletic Director on site.

Buckeye Union High School District does not discriminate on the basis of race, color, national origin, sex, age, or disability. Click here to read the entire policy.

El Distrito Escolar de Buckeye Union High School no discrimina en base de raza, color, origen nacional, sexo, edad o discapacidad. Haga clic para leer toda la poltica.

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