Secretary - Activities Department

DEPARTMENT: High School                                                    CATEGORY: Classified

CONTRACT TERM: Twelve Months (12)                                 CLASSIFICATION: Non-Exempt

JOB SUMMARY: The Activities Secretary position who is enthusiastic, detail oriented, and looking for the opportunity to support students and staff.  The Activities Secretary is responsible for assisting the Activities Director in coordinating logistics for extracurricular activities for students. The Athletics Secretary also maintains student records for Hopi Junior/Senior High School Athletics Department.

RESPONSIBILITIES AND DUTIES:

1. Assist the Activities Director in coordinating schedules of interscholastic, extracurricular activities, and school clubs; Maintains master calendar of events for both junior and senior high school.
2. Assist the Activities Director in coordinating meals and overnight arrangements for all athletics activities and field trips.
3. Assist the Activities Director in coordinating transportation requests for all activities/athletic trips, and field trips.
4. Assists the Activities Director in preparing the end of year inventories for all activities/athletic programs and reports this to the Principals.
5. Assists the Activities Director in coordinating facilities and specific preparation for all activities/athletic events.
6. Assists the Activities Director in coordinating the management of student/parent permission forms, insurance paperwork, physicals documentation, and emergency cards to ensure that all students have the protection and parental approval to participate in extracurricular activities.
7. Keeps a record of all students complete necessary eligibility requirements.
8. Keeps record and ensures AIA compliance and eligibility.
9. Receives telephone calls, transfers call to appropriate personnel and takes messages. Receives incoming calls from parents regarding student absences and records details on the telephone call log.
10. Serves as a resource to school staff, students, the public and parents regarding athletic school procedures and policies.
11. Maintains the Activities office in a positive, tactful, and welcoming manner.
12. Performs other duties as assigned.

KNOWLEDGE AND SKILLS REQUIRED:

1. Knowledge of general school site rules and policy.
2. Knowledge of Governing Board rules of conduct and policy.
3. Skill in communicating orally and in writing.
4. Skill in establishing and maintaining effective working relationships with others, requiring the ability to interact professionally and courteously with students, faculty, staff and the public.

QUALIFICATIONS:

1. AA Degree in Business Administration, Liberal Arts or emphasis on appropriate business subjects, college credits preferred. And/or High School Diploma/GED.
2. Three years of increasingly responsible secretarial and clerical experience involving extensive public contact and financial recordkeeping.
3. Demonstrated competency in office management, computer system operation, typing (minimum of 60 wpm), filing, recording, scheduling, receptionist, recording meeting minutes and proceedings, and other applicable skills required.

PREFERRED QUAILIFICATIONS:

1. Hopi/Indian Preference in employment considered.
2. Valid State Driver Licenses.
3. Valid Arizona Department of Public Safety Fingerprint Clearance Card.
4. Must successfully pass employment background checks within the last five years which include state, federal and local tribe.

INDIAN PREFERENCE POLICY: Hopi/Indian preference in employment will be practiced, in accordance to the Hopi Tribe, “any person who is presently an enrolled member of the Hopi Tribe.” Shall mean that in selection process Indian candidates who meet or surpass qualifications for a position shall be given preference for positions established by the Governing Board.

EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian preference, all candidates will receive consideration without regard to race, color, sex, age, religion, sexual orientation, national origin or other non-merit factors.

REASONABLE ACCOMMODATION LANGUAGE: This agency provides reasonable accommodation to applicants with disabilities.  If you need reasonable accommodation for any part of the application and hiring process, please notify this agency.  The decision in granting reasonable accommodation will be on a case-by-case basis.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes to walk and sit.  Occasionally the employee will bend or twist at the neck more than the average person.  While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs., such as boxes of books and AV/VCR carts. 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud.  The employee is frequently required to interact with the public and other staff.  The employee is directly responsible for the safety, well-being and work of students.