TITLE:  Secretary, Phoenixville Area High School Athletics/Activities/Main Office

QUALIFICATIONS:   High school diploma.  Proficiency in all secretarial skills, including typing/word processing.  Adept in office procedures and operation of office equipment and machines.  Proficiency in use of computer.

REPORTS TO:  Director of Activites and Athletics

JOB GOAL:  To assist the Director of Activites and Athletics with daily activities and to ensure efficiency in the daily operation of the school

PERFORMANCE RESPONSIBILITIES:

General:

• Maintain high school calendar of athletics and activities
• Operate and update the Athletic Scheduling System (currently league minder Schedule Star)
• Distribute District and outside mail to employees
• Prepare all reports as requested by Director
• Answer telephones, relay messages to Director, students, teachers, and coaches
• Provide directions to athletic events
• Prepare and mail all checks for Athletic/Activities Department (HS)
• Prepare Daily Bulletin
• Provide assistance to teachers, students and parents in main office
• Update information immediately as changes to schedules are made and call Officials, Assignors, Game Workers, Maintenance and Bus Company with all revisions
• Prepare, distribute and file Official Contracts
• Prepare, mail and collect Event Contracts
• Maintain current athletic staff personnel directory
• Organize and maintain coaching personnel files
• Prepare roster for every PASD team
• Prepare program for all home varsity winter events, or as needed
• Prepare correspondence for Homecoming & other events as identified
• Maintain athletic files
• Assist in development of and  implementation of Pay to Participate program for PASD
• Assist with any other main office tasks as needed.

Budget:

• Assist Director in maintenance and operation of school athletic budget
• Balance all monthly athletic & student activity checking accounts
• Process Purchase Orders for the Athletic/Activities  Department
• Prepare account deposits for administration to take to bank
• Ensure all vouchers are ready for officials the day of event
• File all invoices for all Athletic/Activities Department and records of payments to officials
• Payroll (HS & MS) – send list of game workers and pay rates to Payroll on weekly basis
• Send list of coaches twice a season and all post season play with rates for payment

Eligibility Reporting: 

• Prepare weekly ineligibility report
• Run report showing all students receiving a grade of 60 or below – compute which students are passing 5.0 credits or higher
• Send letters to parent/guardian of students passing less than 5.0 credits stating their son/daughter are ineligible
• Email report to all HS coaches and faculty listing all ineligible students

Sports Banquet:

• Send requests for contributions to sponsors of awards
• Compile list of all senior athletes and underclassman award winners
• Send banquet invitations and prepare program
• Ensure trophy vendor receives all information regarding type of awards and names for engraving  
• Distribute and collect award reporting forms from coaching staff
• Type award certificates and prepare for distribution

Perform other duties and responsibilities as assigned by the Director.

TERMS OF EMPLOYMENT:

Ten months per year.  (Request to start ten (10) days prior to the start of the school year and end ten (10) days after completion of the school year.)

Salary and work day in accordance with terms of Collective Bargaining Agreement.

EVALUATION:          

Performance of this job will be evaluated annually by the Director in accordance with the Board's policy of evaluation of classified personnel.