Athletic Clerk

Exempt Status

Non-Exempt

No. of Days

217

Pay Grade

Clerical Support PG5

Department

Athletics

Reports To

Executive Director of Athletics

Supervises

None

Education

High School Diploma

Experience

Secretarial/clerk experience

Position Function/Purpose

To work with the Executive Director and Director of Athletics in managing ticket sales, scheduling of sporting events and performing other departmental clerical duties.

Major Responsibilities 

1. Assist with football season ticket sales.
2. Communicate (email and call) letters of notification of season ticket sales.
3. Ensure seamless communication with appropriate personnel to efficiently complete the department's transactions.
4. Proper conduct with employees, parents, and community.
5. Attend to the needs of the public, visitors and staff.
6. Assist with Friday Night Football setup and event management.  
7. Assist with High School Track and Junior High Track Meet setup and event management.  
8. Assist with Hall of Legends setup and event management.  
9. Assist with securing graduation workers.
10. Assist with the issuing of Midland ISD Gold Cards.
11. Ability to handle several tasks at one time in an efficient and professional manner.
12. Ensure confidentiality when required.
13. Utilize Google applications.
14. Other duties as assigned by the Executive Director of Athletics.

Office procedures

1. Compile anticipated athletic needs for all sports.
2. Answer and screen phone calls of the Athletic Department and relay messages.
3. View Past Events daily and print Event Reports for each event.
4. Pay Non-MISD Game workers in a timely fashion
5. Pay scheduled officials for games weekly.
6. Pay junior high swim/dive coaches their monthly stipend.
7. Pay CPR instructors for their services.
8. Request Arbiter Fund Transfers.
9. Submit monthly payroll payments for MISD Game workers and MISD Athletic Bus Drivers.
10. Submit payments for SAC worker time sheets in June and July.
11. Submit summer camp summary income sheets (pay MISD Camp workers)
12. Complete Playoff Game Invoices for UIL Football home playoffs, home field playoff games, and hosted UIL playoff series. 
13. Maintain department files.
14. Input and request all Athletic Trips into BusPlanner.
15. Assist with maintaining athletic schedules on RankOne.
16. Transfer scheduled athletic events and transportation details each week to the MISD Athletic Weekly schedule.
17. Outsource trips when needed; request quotes and schedule trips.  
18. Set up Arbiter Accounts for new game workers.
19. Distribute important information to coaches, media, school personnel.

Qualification Requirements

• Previous experience in Athletics or Education (Preferred)

SPECIAL KNOWLEDGE/SKILLS:

1. Basic computer knowledge including but not limited to: Google applications, Google Sheets, Google Forms, Google Docs, Microsoft Office, Excel and Power Point. 
2. Proficient in typing, word processing, file creation, file maintenance.
3. Good telephone communication skills.
4. Knowledge of bookkeeping and organizational skills.
5. Accurately process information and generate reports.
6. Ability to communicate with coaches, teachers, staff and the public.
7. Self-motivated.
8. Notary Public (Preferred).

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 will be made if necessary while performing the duties of this job. 

1. Eye strain
2. Standing
3. Bending
4. Reaching above shoulders
5. Kneeling
6. Moderate lifting, 15-44 lbs.
7. Moderate carrying, 15-44 lbs.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.  Regular attendance required. 

Equipment used

1. Computer and printer
2. Telephone
3. Calculator
4. Copy Machine 
5. Scanner
6. Document imaging machine/scanner

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Normal office environment.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be an exhaustive description of all work requirements and responsibilities.  Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.

By signing below, I acknowledge receipt of this job description.

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