Coos Bay Public School Dst hiring Athletic Department/ Pirate Hall Secretary in Coos Bay, Oregon, United States | LinkedIn (2024)

COOS BAY PUBLIC SCHOOLSTITLE: Athletic Department/ Pirate Hall Secretary CLASSIFICATION: Secretary IIREPORTS TO: Athletic Director/ High School PrincipalWORK YEAR: 10 Months Job DescriptionUnder the direction of the Marshfield High School Principal and general supervision of the high school Athletic Director, this position will assist in the operations of Pirate Hall and the high school athletic program. The person in this position will be responsible for a variety of administrative, secretarial, clerical, and receptionist duties, and respond to inquiries from students, parents, staff, and the general public; and to do related work as required.

Qualifications

• Prior experience working in a school or office setting strongly preferred.
• Works well with others from diverse backgrounds.
• Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
• Ability to communicate fluently verbally and in writing in English.
• Ability to respond to complaints from students, parents, staff, regulatory agencies or members of the community.
• General knowledge of computer usage and ability to use standard school software, internet, email, spreadsheets and software applications.
• Must have a high school diploma or the equivalent

Performance Responsibilities

• Acts as secretary to the Athletic Director and Pirate Hall and as his/her liaison between students, parents, coaches, staff members, and the public.
• Manages the Athletic Director’s schedule, screens his/her calls and visitors, and sends communication at his/her request.
• Greets and provides assistance, information, and materials to visitors, parents, students and the public regarding athletic programs and school policies, referring the most complex inquiries to the Athletic Director or appropriate administrator.
• Using a computer, revises, prepares, distributes, and collects all required documentation for student athletes (e.g. Athletic packets), assisting students and parent/guardians with the process as requested.
• Establishes and maintains a wide variety of manual and electronic filing systems of all required documentation and records for student athletes.
• Prepares for mandatory athletic meetings for each sports season by booking the appropriate facility, sending necessary notifications, and preparing all materials.
• Prepares all Purchase Orders for payment from high school and District athletic accounts.
• Notifies staff of early dismissal times for student athletes to ensure their attendance is appropriately coded in the student information system.
• Assists coaches with roster and schedule development, provides them with required documentation, and addresses their inquiries not requiring the attention of the Athletic Director.
• Submits work orders for all problems pertaining to athletic equipment, fields, and facilities.
• Updates the high school website with information and details about all upcoming athletic activities.
• Assist and implement emergency drills for Pirate Hall such as fire drill, tsunami/earthquake drill and active shooter drill
• Communicate with transportation with regards to scheduling and changing transportation for all athletic events.
• Organize, coordinate and run Marshfield Hall of Fame Auction and Dinner
• Solicit advertising sales and work with advertisers.
• Organize and run tournaments, Pirate Night events, award events,
• Athletic and Activity awards – order and prepare all athletic awards such as varsity letters, all league honors, OSAA state participation awards and end of year awards for seniors.
• Arrange travel for overnight trips for athletic teams including itinerary, practice facility, lodging and meals.
• Enter athletic schedules into rSchool and OSAA
• Maintain facilities calendar for Heritage Hall.
• Schedule and maintain live stream events in Hudl and NFHS for all athletic events
• Maintain and process annual coach certifications
• Maintain records and check out building keys, athletic facilities and elevator.
• Maintain and order building supplies for staff and teachers, first aid supplies for athletic programs and coaches
• Assists administrative personnel and/or designees in the performance of their functions and responsibilities.
• Maintains a flexible schedule in order to attend evening and nighttime athletic functions (meetings, competitions.).
• Cares for, supervises, controls, and protects students in a manner commensurate to assigned duties and responsibilities.
• Completes other reasonable duties as assigned
• Demonstrate regular and acceptable attendance and punctuality, as set forth in Board policy.
• Be familiar with and adhere to all relevant District Board policies, administrative regulations, and building rules.
• Interacts thoughtfully and courteously with students, staff, parents and community members and resolves conflict in a professional manner.
• Work independently and cooperatively in teams with other staff members and students.
• Attends in-service and workshop trainings; applying training to instructional responsibilities.
• Maintains appropriate certifications and training hours, as required.
• Completes appropriate logs, forms and paperwork as required.
• Reports safety, sanitary and fire hazards immediately to supervisor.
• Reports issues to authorities as necessary, animal control, suspicious activity etc.
• Appropriately maintains and secures confidential records and inquiries.
• Prepare and maintain multiple financial records and budgets for all athletic programs.
• Order and coordinate season tickets, sell weekly tickets and coordinate ticket sales with campuses for all sports.
• Assist with the deposit of all funds and request payments through athletic activity account.
• Prepare and audit cash boxes for athletic events.
• Assist is securing workers for all athletic events.
• Works closely with Registrar to prepare eligibility documents and submit forms for athletic waivers, foreign exchange waivers, off-campus physical education waivers, and previous athletic participation forms.
• Maintain and prepare all supplement pay for game officials/event staff.
• Assist in compiling information and preparing reports, schedules, correspondence, athletic handbook, team rosters, etc. as needed.
• Assist in collection of athletic participation fees for the district and deposits/refunds athletic participation fees
• Help coordinate with the maintenance supervisor on field and facility repairs.
• Assist in making arrangements for all play-off games.
• Arrange for payment for entry fees for all athletic events.
• Assist with submission of coaches timesheets.
• Completes other duties as assigned.

Working ConditionsPHYSICAL DEMANDS (With or without the use of aids)*:

• Work is performed while in a stationary position for extended periods of time.
• Work is performed while moving about the office to utilize equipment, technology, etc.
• Work is performed while positioning self to access files and supplies.
• May require traveling in a vehicle to job assignments.
• Work is performed while moving supplies weighing up to 20 pounds across the office.
• Requires the ability to communicate effectively with staff, students, parents, and community members.
• Requires the ability to detect information displayed on a computer screen and read documents.
• Requires the ability to operate a computer keyboard or standard office equipment.
• Consideration will be given to qualified disabled persons who with reasonable accommodation can perform the essential functions of the job.

SAMPLE ENVIRONMENT: Indoor office setting where employees are protected from weather conditions or contaminants; occasional temperature changes; exposure to usual office sounds, dust, and possible odor of perfume or room deodorizer; outdoor environment on campus in variable weather conditions.

Start Date: August 2024For more information please contact Michelle Barton in Human Resourcesmichelleba@coos-bay.k12.or.us or (541) 267-3104 x 1110

Students, their families, employees and potential employees of the Coos Bay School District 9 are hereby notified that the Coos Bay School System does not discriminate on the basis of perceived or actual race, color, religion, sex, sexual orientation, national or ethnic origin, marital status, age, mental or physical disability, or perceived disability, pregnancy, familial status, economic status, veterans' status in employment, vocational programs, or activities as set forth in compliance with federal and state statutes and regulations.

The district prohibits discrimination and harassment, including but not limited to; in employment, assignment and promotion of personnel; in educational opportunities and services offered students; in student assignments to schools and classes; in student discipline; in location and use of facilities; in educational offerings and materials; and in accommodating the public at public meetings