Administrative Assistant – HS Athletics and Activities (9.5 Months/Year – 199 work days)

Job Summary:
Under the direction of the Assistant Principal / Athletics Director, the Administrative Assistant – HS Athletics & Activities is responsible for providing a variety clerical and secretarial support functions within the Athletics & Activities Department.

Essential duties outlined below are intended as “representative” examples of the level, nature and decision
making expected of positions assigned to this classification. The duties below are not intended to be a
comprehensive listing of all duties and tasks performed by the employees assigned to this classification.

Supervisory Responsibilities:
Direct Supervision: None
Indirect Supervision: None

Essential Duties and Responsibilities:
Implements and maintains athletic sport registrations and databases including, but not limited to:
a) Creates online registration forms in Affinity or other similar software each season.
b) Processes athlete registrations and provides online access to coaches.
c) Creates and enters rosters in student databases, e.g. Infinite Campus, and Rschooltoday.
d) Maintains and updates student rosters, participation records/files, physical records, eligibility
records, and school information.
e) Files transfer reports with MSHSL.

Enters, updates and maintains athletic scheduling and related activities to including but not limited to:
a) Enters all sport schedules and maintains changes throughout the year.
b) Sends and receives game contracts from opposing schools.
c) Orders and confirms transportation needs and arrangements with the bus company and reserves
District vans, as needed.
d) Coordinates game workers for all events. Trains new workers on procedures for online ticketing,
iPads and credit card units.

Performs various bookkeeping related tasks for the Athletic Department, including but not limited to:
a) Processes purchase orders for entry fees of events attending and deposit entry fees for tournaments
hosting.
b) Coordinates online payments for game officials in ArbiterPay. Requests w-9’s, affirms MSHSL
registration and processes purchase orders for any officials not registered in ArbiterPay.
c) Prepares vouchers for game workers; obtains signatures, codes and enters pay for District Office.
d) Processes purchase orders and attaches proper documentation.
e) Reviews monthly transportation bills; verifies all trips; and processes purchase orders for the District
Office.
f) Processes student activity check requests and deposits. Verifies deposit amounts, reviews for proper
documentation and signatures.
g) Prints monthly statements for coaches for student activity accounts and Fund 11 accounts.
h) Creates invoices for stadium banners. Mails invoices and makes deposits, as paid.

Performs various administrative support activities and functions for the department including, but not
limited to:
a) Creates and prints rosters for home events and sends rosters to opposing schools.
b) Runs daily attendance report and sends ineligible lists to coaches.
c) Compiles list of outstanding equipment, updates HS master fine list, sends reminders to athletes.
d) Coordinates ongoing coach requests for information.
e) Update student database; creates awards for sport banquets. Compiles and creates senior awards.
f) Verifies coaching letters of assignment (i.e. list of coaches, dates of employment, titles, salary,
codes) and sends to District Office.
g) Prepares end of season data on scorecards for each sport.
h) Enters conference schedules for sports Hastings is in charge of.
i) Maintains and updates the registration page on the athletic website.
j) Coordinates requests for meetings and events from the staff or community.

Performs other duties of a comparable level or type, as required.

Minimum Qualifications:
Requires a minimum of a High School Diploma and a minimum of one to three years prior related experience or
an equivalent combination of education/experience to perform the work.

Essential Knowledge and Specialized Subject Knowledge Required to Perform the Essential Functions of
the Job

Essential Skills Necessary to Perform the Work

Work Environment
This is an administrative support position performing job duties and assignments in a typical district office
environment where there are a minimum of environmental hazards and risks associated with performing the job.

Physical Job Requirements:
Employee is continuously required to use hands to finger, handle, or feel, talk, and hear; frequently sits;
intermittently stands, walks, reaches with hands and arms. Exerting up to 25 pounds of force occasionally,
and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including
the human body.

This position description reflects an accurate and complete description of the duties and responsibilities
assigned to the position.

Compensation:  $23.63 per hours (Based on 2023-2024 HESA Master Agreement)

Benefits:  According to the HESA Master Agreement