TrulyHired hiring Secretary to Director of Athletics in Walla Walla, WA | LinkedIn (2024)

PURPOSE STATEMENT

This position is responsible for serving as secretary to the Director of Athletics for the district, maintaining athletics files, records, budgets and accounts. Responsibilities include communicating with staff, parents, students, coaches, referees and the public, and providing a high level of secretarial support.

Essential FunctionsProvide a wide variety of information on athletic program events and eligibility; route inquiries to appropriate staff members; take messages; greet office visitors. Handle staff, parent, and other community concerns in a confidential manner. Maintain a variety of detailed program records, such as budgets, student counts, enrollment, transcripts, and other administrative records regarding revenue tracking. Coordinate with all schools running athletic programs. Provide support and coordinate regarding ASB activities, including cash boxes and approving and processing scholarships. Arrange all transportation for athletic events; coordinate with the transportation department, coaches, schools, parents and students as necessary; maintain transportation records. Monitor athletics department budgets; track expenditures; provide status reports to administrators as requested. Process invoices and reconcile statements; maintain and report stadium worker time sheets and athletic stipends to payroll. Maintains and tracks all coaching contracts for each season. Sends new coaches hiring information. Keep inventory on all supplies and equipment for athletic trainer and athletic department. Serve as secretary to the Director of Athletics: compose correspondence; maintain appointment calendar; schedule meetings. Compile data for reports; format, draft and type a variety of materials; duplicate and distribute materials; process mail, requisitions, purchase orders, maintenance work orders; order supplies, materials and equipment. Distribute, collect, proof, organize and return various forms to District Office for building staff. Maintain current records of WIAA Coaching Standards and First Aid CPR expirations of coaches. Coordinate professional development activities for coaches and athletics department staff. Work with coaches and athletics staff to develop forms for summer athletic camps/clinics; maintain a variety of records and files. Provide a variety of program information, including notification to schools and the media of schedule changes or game cancellations. Provide general information regarding, and coordinates with, the district recreation program. Make non-instructional decisions as needed during athletic director's absence. Coordinate a variety of activities under the direction of the Director of Athletics, such as maintaining liaison with the Booster Club, arranging for banquets and awards ceremonies and other events as appropriate. At the direction of the Athletic Director, update and maintain the athletics website and social medial sites. Follow and apply WIAA guidelines for athlete eligibility, academic progress, eligibility of transfer students, as well as WIAA coaching standards. Assist with confirming entry into tournaments, prepare requisition requests for tournaments and all other purchases related to athletics. Model appropriate and cooperative behavior, including protecting confidential information.

Other FunctionsMay supervise student assistants; may assign and review work. May serve on various district committees and/or departmental work teams. Perform related duties consistent with the scope and intent of the position.

REPORTING RELATIONSHIPS

• Reports to Director of Athletics and the Principal

MENTAL DEMANDS

• Experiences frequent interruptions and shifting priorities.
• Will require shifts in work schedule and work site according to district needs up to and including evening and weekends.
• Must occasionally work with distraught or difficult parents and students.

PHYSICAL DEMANDS

• Ability to lift and/or move up to ten (10) pounds.

Minimum QualificationsEducation and Experience

• Minimum of a high school diploma, bachelor's degree preferred.
• Diverse knowledge of Microsoft applications including Word, Excel, Microsoft Office and Google Applications (docs, sheets, forms, calendar).

Knowledge, Skills and Abilities

• Must be able to work flexible hours.
• Bilingual English/Spanish strongly preferred.
• Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
• Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the district.
• Ability to communicate effectively, establish and maintain effective working relationships with students, parents, coaches, staff and the public.
• Effective customer service and public relations skills.
• Knowledge of bookkeeping procedures; ability to maintain accounting ledgers.
• Knowledge of secretarial procedures; high-level keyboarding and data entry skills; skill in operating a variety of office machines and software programs.
• Knowledge of or ability to learn Skyward, Family ID, and In Touch.
• Skill in correct grammar, spelling and English usage; ability to compose and format correspondence. Ability to set up and maintain accurate files and records.
• Ability to organize and set priorities while experiencing frequent interruptions.
• Ability to relieve the Athletic Director of routine administrative details.
• Required to maintain confidentiality.

Licenses/Special Requirements

• Requires fingerprinting and background check.
• Must complete Walla Walla Public Schools Risk Management and Bloodborne Pathogens Training upon hire.
• Must have or have ability to obtain CPR or first aid certificate.

TERMS OF EMPLOYMENT

Secretary III on the PSE Classified Salary Schedule A

Eight (8) hours per day, five (5) days per week, 260 days per school year; flexible work hours will be required at times; PSE Negotiated Agreement Salary Range, Retirement, SEBB Benefits, 13 Holidays, Paid Sick Leave

CONDITIONS

• District may revise assignment as needed.
• The preceding list of essential functions is not exhaustive and may be supplemented as necessary.

SkillsThe Walla Walla School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The Walla Walla School District will also take steps to assure that national origin persons who lack English language skills can participate in all education programs, services and activities. For information regarding translation services or transitional bilingual education programs, contact (509) 527-3000. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights Compliance CoordinatorTitle IX Coordinator Section 504/ADA CoordinatorDr. Mindy Meyer, Director of HR Michelle Carpenter, Director of Strategic Initiatives

364 S. Park Street 364 S. Park Street

Walla Walla, WA 99362 Walla Walla, WA 99362

(509) 527-3000 (509) 527-3000

mmeyer@wwps.org mcarpenter@wwps.org