TOMBALL ISD ADMINISTRATIVE ASSISTANT – District Athletic Department

Job Title:  Administrative Assistant – District Athletic Department Wage/Hour Status:  Non-Exempt

Pay Grade:  6 - Administrative Support                                                  Days:  226

Reports to:  District Athletic Director

Department/School:  District Athletics/Central Administration

Primary Purpose:

Under moderate supervision, assist the District Athletic Director with administrative duties to organize and manage the routine work activities of an efficient Athletics department.

Qualifications:

Minimum Education/Certification:

High school diploma or equivalent

Minimum Experience:

Five years secretarial experience, preferably in a public education environment

Special Knowledge and Skills:

Strong organizational, communication, and interpersonal skills. 

Proficient skills using a computer and software applications. 

Ability to prioritize workflow to address the multiple needs of the department

Knowledge of school system and its programs. 

Ability to multi-task numerous complex administrative activities.

Major Responsibilities and Duties:

1. Manage Athletic Department budget, maintaining balances and projections. Assist the Director and others with annual preparation.
2. Manage all athletic activity accounts. Make weekly deposits, balance monthly bank account; issue checks for payment of purchases, initiate refunds as necessary.
3. Schedule and process paperwork for all above-district home game playoff workers, invoice other districts, reserve facilities.
4. Review all purchases within the Athletic Department for grades 7 – 12.
5. Supervise approximately 50 football game day workers and assist where needed on game days. Process payroll for all workers in a timely manner.
6. Coordinate athletics professional development speakers and schedule. Process payments to all speakers.
7. Manage the online ticket contract and associated seat sales count.
8. Manage the stadium keys lockbox, keeping issuance and return records.
9. Review all donation paperwork from campuses for submission to the Chief Operating Officer. Maintain a record of all purchases against donated funds and ensure purchases match the purpose list provided at time of donation.
10. Review athletic student participation funds reports to ensure all athletes have paid fees.
11. Oversee and assist campus Athletic Secretaries with communication of game schedules, statistics, records, facilities reservations, staffing, and issues arising.
12. Manage all payments and refunds for summer athletic camps.
13. Perform routine administrative duties as necessary to support the department.

Working Conditions:

             Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress.  Repetitive hand motions, prolonged use of computer.