Date Posted:
4/11/2022Position Summary:
Provide support to the District Director of Athletics, Assistant District Athletic Directors, and Site Athletic Coordinators through organizing and coordinating office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, and is experienced in handling a wide range of administrativeand executive support related tasks and is able to work independently with little or no supervision.
Essential Duties:

• Provides effective and timely communication via email, telephone and mail to all OKCPS sites with regards to High School and Middle School Athletics and related activities/functions including but not limited to development and implementation of procedures, forms, schedules, awards, etc.
• Processes Athletic Department employee and coaching stipend payroll for all Secondary schools including time/leave entry for Athletic employees and stipend payment upload to SAP for payment.
• Records and keeps file of all Athletic event passes given out to district staff and community partners.
• Develops Sign In sheet, prepares/provides updates in collaboration with AD and AADs for monthly reports.
• Assists with coordination of Athletic Site Coordinator luncheon meal served after each meeting.
• Communicates with coaches and site athletic coordinators on a daily basis.
• Respond to phone calls from employees, schools, parents, community, vendors, etc. that pertain to Secondary schools athletics and activities/functions.
• Organizes office operations and procedures.
• Maintains and updates all coaching assignments including coaching certifications in Rank One.
• Maintains workflow and processes including job postings, requests to hire and separations by proxy in Searchsoft for new and returning coaches.
• Maintains compliant documentation and time records for District Athletic Office staff and stadium foreman as well as entering time adjustments in SAP payroll system.
• Maintain, in collaboration with Athletic office leadership, modifications and updates to the High School and Middle school athletic handbooks.
• Interacts with Human Resources and the sites to maintain a list of available PCNs, coaching vacancies, needed documents and certifications.
• Develops proposals and implement approved changes to improve hiring processes and timely payment of coaching stipends.
• Assist with the development of Athletic coach recruitment strategies and implementation of electronic and personal outreach programs related to identifying qualified Athletic coach applicants for consideration by Site Athletic Coordinators.
• Receives and submits mileage reimbursements for District Athletic Office staff.
• Processes all requisitions for athletic purchases for general fund, bond fund and student activity funds at all district school sites, stadiums, athletic grounds, equipment and maintenance.
• Maintains various electronic accounts with multiple vendors to meet Athletic Department needs.
• Monitors athletic budget for multiple funds (i.e. general fund, bond fund, and activity fund).
• Inputs all purchase requisitions to support District Athletic Office, Secondary schools, and Athletic facilities.
• Maintains goods receipt for all Athletic Department purchases.
• Responsible for auditing outstanding requisitions, purchase orders, and goods receipts to facilitate movement in processing and insuring encumbered funds are used in a timely manner.
• Provide regular budget reports to Athletic Director and maintain a real-time fiscal spreadsheet for Athletic Department leadership relative to budget and purchasing.
• Enters items requiring BOE approval on Board Docs.
• Responsible for uploading and maintaining all Athletic Department related legal documents to LexTree.
• Assists with the preparation and coordination of the following:
  • Various Secondary Coach and Athletic Director meetings
  • Multiple district-wide All-City Conference athletics events
  • Development and maintenance of board policies related to Athletics
• Prepares and maintains necessary reports and records in accordance with the requirements that govern such records and reports.
• Attends meetings of Athletic related local organizations and community partners as a representative of the OKCPS Athletic Office.
• Performs other related duties as assigned.

Job Specifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Minimum Qualifications (Knowledge, Skills and/or Abilities Required):
? Bachelor’s degree in Business, Human Resources, or a related area.
? Proficient in Microsoft Office Suite and Google applications.
? 5 years’ experience as an office manager or executive level administrative assistant responsible for all aspects of supporting a large organization or department.
? 5 years’ experience in a role that required compliance and maintenance of financial records for a multi-million dollar budget.
? Well organized, flexible and enjoy the administrative challenges of supporting an office that supports efforts of diverse people spread across the entire school district.
? Must have valid driver’s license to operate district owned vehicles with an acceptable driving record as determined to meet district motor vehicle insurance coverage requirements.
Preferred Qualifications (Knowledge, Skills and/or Abilities):
? 2 years’ experience in a role that includes public relations and/or customer service.?
? Experience using SAP financial and HR applications.?
? Knowledge of and experience working with the Oklahoma Cost Accounting System and using State of Oklahoma and State Department of Education purchasing guidelines.
*Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore, for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
Physical/Mental Requirements:

• Must have adequate manual dexterity to write legibly and perform required duties on the computer.
• Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
• Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
• Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
• Sitting for prolonged periods of time.
• May periodically require work outside of normal business hours, including weekends, under sometimes stressful conditions in order to meet business needs and strict deadlines.

Work Environment:

• Office duties will be performed in a well-lighted, climate controlled environment.
• Driving personal vehicle within and outside the district.

Reports To: District Athletic Director
FSLA Status: Exempt
Compensation: 905 (Salary determined by experience.)
Work Days: 242
FTE: 8 hours per day
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.