Administrative Assistant for the Athletic Dept.

Job Title: Administrative Assistant Athletic Dept.                    

Reports to:     Director of Athletics                                       

Dept./School: Curriculum & Instruction                                             

Dept./School: Central Administration Office    

Pay Grade:  5  Clerical/Paraprofessional Employee

Initiated Date: 2024      Revised Date: January 19, 2024         

District Primary Purpose: To assist and promote La Joya ISD in implementing a rigorous curriculum/instructional program that supports student success and achievement.

Primary Purpose: To manage and coordinate the functions and operations of the office of Athletics and provide support and assistance to all departments and campuses in the district.           

Qualifications:                                              

Education/Certification: High School Diploma

Experience/Knowledge: Two years of Post-Secondary schooling or graduation from recognized school of secretarial skills and five years job experience as a secretary.

Considerable knowledge of principles of office management;

Considerable knowledge of departmental rules, regulations,

Procedures and functions; ability to work under pressure and meet constant deadlines. Proficient in use of office equipment, including word processor, computer, calculator and computer software programs. Skills in business-letter preparation and report-writing. Effective oral and written communication skills. Effective leadership skills. Exemplary interpersonal skills. Demonstrated commitment to professional growth.

Major Responsibilities and Duties:

1. Prepare correspondence, forms, reports, manuals, and presentations for the director as needed.  

1. Compile, maintain, and file all reports, records, and other documents as required. 

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorization. 
2. Order and maintain inventory of office supplies and program  

1. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
2. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. 

1. Maintain a schedule of appointments and make travel arrangements for department staff. 

1. Keep current with athletic schedule and the ticketing software/ update games on software.  

1. Keep current with game worker assignments for all games.  

1. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.  

1. Receive, sort, and distribute mail and other documents to department staff.

1. Maintain confidentiality of information. 

1. Follow district safety protocols and emergency procedures.  

1. Perform any other assignments as directed by the Program Executive Director. 

WORKING CONDITIONS: 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

POSITION WORKING DAYS:         226 Days