Assistant Secretary - 8 hrs Grades 9th - 12th

at  Astoria School District

JOB SUMMARY:

The Assistant Secretary performs a variety of accounting, secretarial and clerical duties for the Athletic Director and office personnel/administrators. The Assistant Secretary will assume responsibility for the collection of participation fees and eligibility reports for Activities and Athletics. This person communicates with the public via the web page, press release, daily announcements, and other methods to ensure open lines of communication for school programs as well as emerging activities. The Assistant Secretary will assist the Athletic Director with schedules and rescheduling of events, directories, eligibility (school and OSAA), and meet management and transportation requests. This person also serves as an athletic receptionist, and liaison with the school, District Office, and Cowapa League. This position is also the bookkeeper for all student activity accounts and is responsible for making checks, bank deposits, and bank reconciliations.

QUALIFICATIONS OF POSITION

• High School Diploma or equivalent as required by OAR 581-37-030, Oregon Department of Education
• Must be 18 years of age
• Must be able to pass a background check
• Excellent communication skills. (i.e. telephone, email, staff, students & public)
• Knowledge of school activity and athletic programs
• Ability to work harmoniously with others and communicate effectively with students, parents and staff
• Ability to maintain confidentiality
• Ability to handle sensitive situations on the telephone and in the office regarding student information
• Has sufficient knowledge of computers and software, and other general office equipment
• Bookkeeping skills
• Perform physical requirements which may include:
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• Moderate degree of physical stamina

• Frequent standing, walking, bending
• Occasional lifting up to 50 lbs.
• Ability to use a telephone, computer, and other office equipment
• Ability to make frequent trips to and from desk, counter, etc. as well as other areas in the school building.

• Collection of all participation fees, paperwork and check eligibility for student athletes
• Coordinate volunteers for athletic events
• Assist and keep open communication with administrators of athletic and school budget
• Assist with special tournaments, districts and publicity
• Create athletic schedules, programs and rosters
• Input and update schedules to online program
• Selling, distribution and inventory of tickets for athletic events
• Assume responsibility of prompt submission of all forms for OSAA and the Cowapa League
• Use of word processing and spreadsheet software
• Making out checks and input ASB deposits
• Balance student activity accounts along with bank reconciliations
• Input purchase requisitions for principal’s approval, match invoices with purchase orders for District Office
• Prepare invoices
• First aid certification required
• Acts as a mandated abuse reporter
• Knowledge of Astoria School District Policies and building procedures
• Regular and acceptable attendance is required
• Performs other duties as assigned by the Principal and/or Athletic Director.