Closing Date:
04/22/2022
District:
Delaware Department of Education

Position Title: Secretary, Delaware Interscholastic Athletic Association (DIAA)
Reports To: Executive Director, DIAA
Description of Position:
We are looking for an energetic, mature, self-direct individual to serve in the position classified as Secretary for the DIAA workgroup with the Student Support team. The incumbent will be the first contact most people will have with the DIAA. As such, they are responsible for answering all phone calls and directing them to the appropriate staff member. They will be responsible for performing a wide range of support functions including working in First State Financials (FSF). The ideal candidate must have strong organizational, financial, communication and writing skills and knows how to multi-task, prioritize, and “get things done.”
Major Responsibilities:

• Provide administrative/secretarial support for the Executive Director and Coordinator
• Provide administrative/secretarial support for the DIAA Board of Directors and DIAA Committees
• Prepare and review financial documents such as purchase orders, payment voucher and personal reimbursement for processing in FSF (requires advanced capabilities and knowledge of FSF)
• Prepare correspondence, memos, reports and other written materials
• Maintain files, answer telephone and process incoming and outgoing mail
• Mail all rules publications to necessary schools
• Perform computer-related operations such as creating, composing, editing, and printing, saving and retrieving computer-generated documents
• Coordinate and schedule meetings, including room reservations, announcements, typing/mailing agendas and associated budget accounting
• Prepare out-of-state travel requests, which includes making transportation arrangements, hotel accommodations, and conference registration
• Maintain necessary budgets for all categories of funding as required. Receive, record, and deposit all revenue received for member schools’ dues and fees, officials’ dues, entry fees, tournament events, and all other miscellaneous income
• Prepare materials for DIAA Board meetings for distribution, as such need to be trained in the EBoard/Simbli system
• Schedule court reporter for waiver requests
• Prepare materials for Rules Clinics
• Communicate effectively with the public, school athletic directors and other state agencies and organizations
• Assist managing digital ticketing set-up and reconciliation for tournament events
• Perform other duties as assigned

Essential Qualifications:

Education:

• High School diploma or GED; some college is preferred

Experience:

• Training and experience in word processing, spreadsheets, record keeping and general office procedures
• Training and experience in First State Financials is required.
• Training and experience in Simbli board management software is preferred.

Skills:

• Applicant must thrive in a fast-paced environment and excel at multi-tasking without sacrificing attention to detail;
• Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
• Skill in basic accounting procedures.
• Must be able to perform responsibilities with minimal supervision;
• Must be capable of setting priorities and working under pressure;
• Must have excellent communication skills, handling questions and concerns with speed and professionalism;
• Must have excellent interpersonal skills and the ability to deal with staff in a tactful and professional manner.

Salary:
Salary will be computed in accordance with the education, experience, and training of the individual selected and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.
Notes:
A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position’s key duties and responsibilities and follow any other instructions as defined by his/her supervisor.
The Delaware Department of Education is an equal opportunity employer and does not discriminate in its employment practices or educational programs, services or activities based on race, color, religion, sex (including pregnancy), national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, veteran’s status or any other legally protected category. Inquiries should be directed to the Human Resource Office, 401 Federal Street, Suite 2, Dover, DE 19901. Phone: 302-735-4030.