Secretary (Activities Coordinator) - South High School - Fort Zumwalt R-II School

FORT ZUMWALT SCHOOL DISTRICT SS510

JOB TITLE: Activities Coordinator Secretary

REPORTS TO: Activities Coordinator

FLSA: Non-Exempt

Note: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

POSITION PURPOSE/SUMMARY
To provide the necessary clerical responsibilities for the administration of the school’s activities in order to assure the smooth, efficient operation of the athletic/activities office.

QUALIFICATION REQUIREMENTS
Activity Coordinator secretaries shall have a minimum of a high school diploma or its equivalent, a high level of competence in clerical skills as demonstrated by the District’s skills assessments, and possess proficiency in Microsoft Office and Google Office Suite.

ESSENTIAL DUTIES
1. Enter pertinent student/athletic information in the appropriate district software, update data files, and assist parents/staff as needed.
2. Arrange transportation, officials, workers, security, files, and verify as needed (preceding week) for upcoming events.
3. Arrange payment of officials, workers, security, tournament/event fee, etc. as required for each event.
4. Maintain records related to required physicals for all athletes.
5. Maintain eligibility lists and submit to MSHSAA for each seasonal sport.
6. Maintain team rosters and opposing team rosters for each event. Generate programs for home events. Send roster to other schools for away events.
7. Prepare materials for pre-season coaches’ meetings.
8. Prepare/process travel forms, vouchers, and/or purchase orders related to the AD office.
9. Assist with the completion of and recording of all facility usage forms.
10. Maintain and distribute a weekly and monthly AD calendar showing all events.
11. Assist with: Senior night, end of season awards events, parent meeting, awards, accident reports, clubs, summer camps, cash reconciliation, student lettering, extra pay/extra duty interests, notification of change of scheduled events, coaching evaluations (typing), any special functions.
12. Act as a receptionist in answering the telephone and greeting visitors.
13. Arrange appointments and screen visitors to the office.
14. Type and proofread correspondence.
15. Organize and maintain a filing system.
16. Maintain the confidential nature of all school-related matters.

ADDITIONAL DUTIES
1. Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
2. Perform other duties as assigned by the AD and/or building administration.
3. Operate office machinery.
4. Attend in-service workshops related to the job description to remain current on pertinent topics related to the job.

MENTAL DEMANDS
Ability to maintain highly confidential information; communicate clearly both orally and in writing, and/or ability to reason and make appropriate decisions. Solve a variety of problems in many different situations and perform in a fast-paced environment.

PHYSICAL DEMANDS
While performing the duties of this position an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend, lift, and carry up to twenty-five pounds. Close vision ability to look at a computer screen for long periods is required.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

TERMS OF EMPLOYMENT
Employment will be on an at-will basis for 12 months with two weeks’ vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. Each secretary will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate.
Eight hours will constitute a workday. The Assistant Superintendent will establish a definite daily schedule.
The yearly salary will be disbursed in twenty-four (24) equal payments.

EVALUATION
Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy on evaluation of support staff personnel.

Approved: October 18, 2004

Revised: May 15, 2006, November 16, 2009, June 29, 2020