Sr. Office Assistant (Automated Systems)

• Scheduling athletic events, meetings, and appointments, and answering phones
• Interacting with students, parents, coaches, faculty, and administration
• Maintaining athletic records, rosters, eligibility, and compliance documentation
• Entering and managing data across various programs and platforms
• Coordinating transportation, facilities usage, and game logistics
• Preparing, copying, and distributing correspondence, schedules, and event information
• Assisting in maintaining calendars and coordinating department activities and events
• Serving as a liaison with internal staff and external organizations related to athletics
• Working closely and collaboratively with professionals both in and out of the office

This is a Competitive Class Civil Service position. All candidates MUST hold permanent status in the title or be reachable on the appropriate civil service list., Under the direct supervision of the Athletic Director, to provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents, and others as required, and assisting in ensuring compliance of athletic programs with legal, administrative, and District policy requirements., * Composes documents (e.g., correspondence, bulletins, reports) for the Athletic Director and department staff for the purpose of requesting or providing information and confirming events

• Prepares, copies, and distributes notices, memoranda, schedules, and other correspondence to inform stakeholders of athletic activities and events
• Assists in coordinating athletic department activities, including scheduling contests, officials, and facilities
• Attends department and related meetings as assigned for the purpose of conveying and gathering information
• Maintains the daily/weekly/monthly calendar of the Athletic Director and athletic events schedule
• Assists in planning and scheduling athletic events and maintaining calendars
• Maintains documents, files, and records to ensure accurate and up-to-date information and compliance
• Answers telephone calls and provides information and assistance to callers
• Serves as liaison with outside organizations, including leagues, officials, and transportation providers

Additional Duties Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the athletic office.

Equipment Uses standard office equipment such as personal computer, copy machine, telephone, and other office technologies.

Travel Requirements Limited travel to and from meetings or athletic sites may be required.

The Sr. Office Assistant in the High School Athletic Office will provide comprehensive administrative and clerical support to a busy and fast-paced athletics department. This role supports athletic administrators, coaches, students, and families in the daily operations of the office. The successful candidate should be proficient in the use of general office-related software and technologies, especially Google applications. In addition, the candidate will demonstrate strong organizational and communication skills and be eager to work in a highly dynamic and collaborative setting., * Ability to communicate effectively both orally and in writing

• Ability to establish and maintain cooperative working relationships with students, staff, and the public
• Ability to follow written and oral instructions
• Proficiency in using computers and software applications (e.g., Google Suite, Word, Excel, email systems)
• Ability to problem solve and manage multiple priorities in a fast-paced environment
• Ability to work with a diverse group of individuals
• Ability to process paperwork accurately and maintain organized records
• Ability to maintain confidentiality of information regarding students and staff
• Strong organizational and time management skills
• Knowledge of office management procedures and best practices

Physical and Mental Demands, Work Hazards

• Works in a standard office and school building environment with frequent interruptions and a high level of activity.

Qualification Profile Typical qualifications would be equivalent to:

• Graduation from high school
• College-level coursework in business, office procedures, or related field preferred
• Associate's or Bachelor's degree preferred
• Prior experience in an office setting, preferably in a school or athletic environment, preferred
• FLSA Status: Non-exempt