School District U-46 is hiring: Secretary C - HS Athletic Director in Bartlett

Position / Title: Athletic Director Secretary C

Bargaining Unit: DUSA

Department/Location: Secondary Schools Instruction & Equity

Work Days: 261

Reports To: Athletic Director

JD Revision Date: 05/03/2023

Supervises: N/A

Function / Position Summary

The secretary is a critical role and is expected to organize, establish and maintain an environment that is responsive and respectful to students, staff, parents, and community partners. The secretary ensures safe and effective school operations through office management, communications, collaboration with other staff, and directed procedures. The person in this position must exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student/staff information in the school and community.

Job Duties / Responsibilities

• Assist the Athletic and Activities Director with office scheduling calendars, meetings, and trainings as requested.
• Compile and enter data (e.g. work orders, budget/district reports, timesheets, personnel records, facility programs, student academic eligibility, etc.)
• Maintain designated spreadsheets and all department files, both electronically and in hard copy.
• Process purchase orders, invoicing, (A/P and A/R) and all other documents/forms required for the daily operation of the department as assigned.
• Maintain websites, bulletins and other media for sports schedules, rosters, etc.
• Registration of athletes during various Illinois High School Association (IHSA) sport/activity seasons and summer camps.
• Assist in scheduling/organizing sporting events, prepare contracts, and arrange transportation, including tournaments and post-season play for ISHA athletic teams.
• Maintain student records for driver’s education and submit state reports.
• Coordinate Target/Parent Meetings for each season.
• Coordinate Picture Dates for each season.
• Coordinate Awards Night and awards for each season.
• Work with publishing company to create sports programs.
• Assist in ordering of Driver Ed/Health/PE/athletic uniforms, equipment & supplies.
• Other duties as assigned

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Ability to work well in fast-paced professional environment and operate with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to manage multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with online student information systems (i.e. Infinite Campus) preferred.
• Bilingual English/Spanish written/verbal (preferred).
• 5 years of secretarial experience in an educational setting (preferred).

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

Classification A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks
• Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, Including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer program Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including classifications A and B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications.
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12 month position; 8 hrs. per day.
• Salary and benefits as established by the Board of Education.
• Benefits and pension eligible
• Hourly Rate: $18.65

School District U-46 is an Equal Opportunity Employer and educates all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, or any other legally protected status.