Group 5 (FT 12-Month) Athletics Office Clerk

About the Role

To assist the Director of Athletics with daily operations and perform highly complex, technical, and confidential clerical/administrative functions for the Athletics Department.

Responsibilities

• Screens all calls from the public into the Athletic Office, referring calls to the Director and various other areas. Handles complaints and problems when possible.
• Opens and distributes all mail.
• Handles pre-game ticket sales.
• Records and maintains records of sports physicals for the High School and the Middle Schools.
• Records and maintains medical insurance records for athletes.
• Notifies Coaches, Attendance Clerks, and building Principals of early dismissals and bus pickup times.
• Updates and uploads materials and/or information to the Athletic department's website.
• Prepares a mandatory Pennsylvania Interscholastic Athletic Association eligibility form for each sport every season and forwards to all opposing Schools.
• Distributes locks to coaches as requested.
• Processes payment of coaching salaries once their seasons are completed and all paperwork is returned.
• Processes payment of all officials through Arbiter Sport pay and sends monthly reconcile spreadsheets to the Business Office.
• Handles game help pay through the athletic department software (Schedule Star) twice a season.
• Enters schedules into Schedule Star software after meeting with the Athletic Director to confirm all schedules.
• Schedules and bills for all Athletics events busing.
• Obtains quotes/estimates for equipment/uniforms.
• Processes all Purchase Requisitions & POs for uniforms and supplies.
• Processes all invoices for payment.
• Uploads necessary items to the RSD Athletics Department website.
• Organizes all Sports Senior Nights.
• Attends and works at the Football and Boys Basketball Senior Nights.
• Plans and organizes the "End of Year All Sports Banquet" (includes: securing caterer, sending ballots to coaches for award winners, sending sponsor letters for awards, working with the Athletics team to identify additional sponsors, ordering awards, getting sponsors for awards, sending invitations to Athletes, Administration, Athletic Staff, etc.).
• Attends and works at the End of Year All Sports Banquet.
• Assists with Eligibility reports, Transportation, and other reports by entering information into Schedule Star and eSchool.
• Notifies coaches, schools, busing, and officials when canceling, postponing, or rescheduling an event.
• Orders lunches for teams when playing out-of-county or at an all-day event.
• Performs any other duties within the bargaining unit as assigned by the Superintendent or his/her designee; subject to reclassification where necessary.

Requirements

• High School Diploma/GED required.
• Experience in general office and clerical duties preferred.
• Specialized Knowledge: PC, Microsoft Office, and Google applications (e.g., MS Word); typing minimum 55 wpm.
• Ability to communicate clearly and distinctly.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to deal effectively and courteously with associates and the general public.
• Bilingual/biliterate in Spanish/English preferred.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply basic arithmetic calculations.
• Ability to follow written and verbal directions.
• Ability to complete assigned tasks with minimal supervision.
• Ability to communicate clearly and concisely, both orally and in writing, to all levels of the District and community.
• Ability to work as a member of a team.
• Ability to work in an environment with frequent interruptions.
• Ability to deal effectively and courteously with people.
• Ability to be cooperative, congenial, and service-oriented.
• Ability to take instruction and follow directions.
• Auditory acuity to use the telephone and greet visitors.
• Ability to organize office settings to efficiently accomplish tasks.
• Ability to work under supervision and make appropriate work-related decisions.
• Ability to exercise good judgment in prioritizing tasks.
• Ability to perform duties that entail handling sensitive information with awareness of all District requirements, Board of Education policies, and state and federal laws.

Physical Demands

• Regularly required to sit, talk, or hear, and operate a computer.
• Occasionally required to reach with hands and continuously repeat the same hand, arm, or finger motion (e.g., keyboard use/data entry).
• Frequently required to stand, walk, bend, twist, and stoop.
• Must occasionally lift and/or move up to 15 pounds, such as computerized reports.
• Manual dexterity to prepare mailings and use office equipment.
• Specific vision abilities required include close vision and depth perception.

Work Environment

• Moderate noise level.
• Position demands meeting deadlines with severe time constraints and the ability to work required overtime to meet reporting deadlines.

Schedule

8 ½ hour day including one hour for lunch, 12-month, non-exempt position.