Athletic Secretary/Bookkeeper

BOOKKEEPER/SECRETARY � ATHLETIC DEPARTMENT
Work Calendar: 218 days, 1 FTE
Current Salary Range: $20.28/hr - $24.45/hr
Reports to Athletic Director
Job Goal:  To perform a variety of senior level technical, administrative and secretarial duties to support the Athletic Director and contribute to efficient school operations.
ESSENTIAL REQUIREMENTS:

• High school diploma and four years general office experience; or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job
• Understanding of the school's goals, procedures, and processes
• Ability to use secretarial practices and office procedures
• Ability to use business English including reading, composition, spelling, grammar, punctuation, and letter formatting
• Knowledge of bookkeeping practices and procedures
• Proficient use of Microsoft Office products
• Familiar with QuickBooks accounting software
• Ability to work independently prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
• Ability to assist Athletic Director in developing office procedures
• Good oral communication and interpersonal skills.
• Ability to work with a diverse public and District personnel using tact, courtesy, and good judgment

ESSENTIAL DUTIES AND RESPONSIBILITIES (OTHER DUTIES MAY ALSO BE ASSIGNED):

• Assists in all aspects of ASB bookkeeping
• Works closely with District Office to ensure policies and procedures are followed
• Compiles purchase orders and requisitions assuring proper approvals
• Tracking team purchases and budget balances
• Daily ASB and Athletic activity (collection of money/receipts, ticket sales, fundraisers, etc.)
• Facilitates the use of ASB and athletic purchase cards (PCard) for Athletic Director, coaches and advisors to include: Maintaining proper documentation and coding of purchase orders, check-in/check-out logs, receipts, tracking and allocating transactions.  Prepares signed statements and supporting materials for submission to the District Office
• Maintains cash boxes, InTouch receipting software chromebooks, PAX devices, and ticket caddies
• Assists District Office with the training of advisors and volunteers InTouch receipting software
• Ensure all athletic and ASB revenue are in a secure location according to District policy
• Maintains fundraiser documentation to ensure District policy and procedures are followed
• Assisting in student billing using InTouch Receipting software for fines and fees
• Collecting and preparing documentation for deposits
• Wheels for Education (Raffle), check-out/check-in for raffle tickets, collection of cash, and creating receipts to be provided to District office
• Provide all event and fundraiser forms to District office prior to event occurring
• Provides monthly reporting of ASB and athletic accounts to advisors and coaches
• Assist District Office with Athletic fiscal year-end closing
• Maintains ASB clubs, bylaws, and advisor list
• Assists with Student registration
• Assists in maintaining student worker documentation to include payroll forms and current student worker list.
• Responsible for the sale of tickets for all athletic events including season passes, reserved seating, and playoffs
• Supports Athletic Director in scheduling athletic events and transportation
• Managing athlete eligibility and registration for both high school and middle school via Final Forms
• Responsible for accurately reviewing eligibility and approving athlete registrations per OSAA guidelines
• Ability to navigate OSAA website and knowledgeable of OSAA rules and regulations
• Responsible for reporting and processing Scholar Athlete Award Information to OSAA
• Maintains school-wide Google Calendar of activities, events, facilities, and Athletic Director's schedule
• Maintains scheduling calendar of all athletic events
• Responsible for organization and communication of large home tournaments
• Assists Athletic director in monitoring student office aides
• Assists in organization of ASB and athletic activities with special events
• Coordinates all athletic events to include scheduling workers and supervisors, and printing team rosters
• Produces and emails NBHS daily announcements
• Composes, types, edits, and proofs correspondence and other documents
• Responds professionally to student inquiries and problems
• Maintains district wide van driver certification files to include: driver's license, first aid, and type 20 certification
• Assists with maintenance of district wide First Aid Card documentation
• Preforms all job duties with a high level of ethical behavior and confidentiality of information about students, parents and staff
• Acts as a friendly ambassador for the North Bend School District
• Serves as a key contact person and liaison between the athletic director and other departments, staff, community, and the District
• Greet and assist the public, district staff, and other agencies by phone or in person
• Perform other duties as assigned

 
PHYSICAL DEMANDS:
Physical requirements may include:

• Moderate degree of physical stamina and frequent lifting up to 50 lbs.
• Frequent walking, bending, reaching, twisting, and prolonged periods of standing.

 
CERTIFICATES, LICENSES, REGISTRATIONS, BONDING AND/OR TESTING REQUIRED:

1. Possess and maintain a valid First Aid card as required.
2. Criminal Justice Fingerprint Clearance.
3. Pre-employment drug screen (includes THC screening)
4. Bloodborne Pathogen Training/Hepatitis B Shot Series Training as required.
5. Safe Schools Training as required
6. Valid Oregon Driver's License

Equal employment opportunity and treatment shall be practiced by the North Bend School District regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, marital status, pregnancy, childbirth or a related medical condition, age, veterans' status, service in uniformed service, familial status, genetic information, an individual's juvenile record that has been expunged, and disability if the employee, with or without reasonable accommodation, is able to perform the essential functions of the position.