Administrative Assistant III - Athletics

Primary Purpose:

Provide secretarial support and office manager skills that will ensure the proficient operation of the Department of Athletics.

Minimum Qualifications:

Education/Certification:

High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)

Candidate must have satisfactory outcome of fingerprinting background check.

Non-refundable fee (approximately $50) paid by employee.

Experience:

Minimum of 3-5 years of experience in an administrative or office management role.

Experience in an athletics environment is a plus.

Administrative secretarial experience or 30 semester hours of college credit or equivalent training

Required Experience:

• Financial and Budget Management: Manage and monitor department budgets, including tracking expenditures, processing invoices, and reconciling accounts.
• Purchasing and Procurement: Handle all aspects of purchasing, including creating and processing purchase orders (POs) and requisitions through the Skyward system.
• Work Order Processing: Submit and track work orders for facility maintenance and repairs, acting as a liaison between the athletics department and the facilities team.
• General Administrative Support: Provide comprehensive administrative support, including scheduling meetings, managing calendars, organizing files, and handling correspondence.
• Travel Arrangements: Coordinate travel logistics for staff and teams, including booking flights, hotels, and transportation .
Event Support: Assist with the planning and execution of athletic events, meetings, and special projects as needed.

Knowledge/Skills:

• Technical Skills: Proficiency with Google Office Suite (Drive, Mail, Sheets, Calendar, Docs ) and experience with a financial management system like Skyward is required.
• Interpersonal Skills: Exceptional communication skills, both written and verbal, with a strong ability to work collaboratively in a fast-paced team environment and the confidence to decline or accept proposals.
Interpersonal Skills: Exceptional communication skills, both written and verbal, with a strong ability to work collaboratively in a fast-paced team environment across multiple departments of DVISD and outside institutions.

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism:

The Educators; Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct

toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required. Other duties may be assigned.

Classroom & Data Management

The administrative assistant assists with fostering analytical and collaborative environment activities such as the following:

• Receives, organizes, any related correspondence.
• Processes Special Events and athletics facility rentals, including maintaining a log of payments, retrieving documents, insurance records.
• Prepares correspondence, forms, records, and reports as needed.
• Runs reports from various district data systems as needed.
• Maintain appropriate department staffing records and financial records.
Assists with audit reports to meet federal and state guidelines

Organization Improvement

The administrative assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Answers multi-line phones and takes call information to route to the appropriate staff.
• Assists all walk-ins with questions regarding Athletics issues.
• Maintains calendar appointments for the department and staff as needed.
• Creates purchase orders, process reimbursements, and submit direct pays for office supplies,
• Records all incoming and outgoing transactions, invoices
• Assists external applicants with the district application system and applications.
• Delivers outgoing mail and distributes all incoming correspondence.
• Performs other duties as assigned by the Director of Athletics
Complies time sheets and prepares payroll on employees.

Communication and Community Relations

The administrative assistant promotes a positive tone for school or community relations through activities such as the following:

• Greets visitors and employees with professionalism and courtesy.
• Uses effective communication skills, both oral and written.
• Interprets district and department policies, and procedures in formulating responses for the general public.
• Composes responses regarding administrative matters and department procedures based on knowledge of department supervisor views.
Promotes a positive work climate and positive image for the Department of Human Resources.

Professional Growth and Development

The administrative assistant provides leadership in professional growth and development through activities such as the following:

• Assists in organizational cross training and professional development efforts.
• Keeps informed of and comply with state and district policies and regulations concerning primary job function through training and certification courses.
• Attends meetings and participates in staff development activities to improve job-related skills.

Qualities of Effective Office Assistant:

The administrative assistant provides leadership in professional growth and development through activities such as the following:

• Assists in organizational cross training and professional development efforts.
Keeps informed of and comply with state and district policies and regulations concerning primary job function through training and certification courses.

• Attends meetings and participates in staff development activities to improve job-related skills.
  

Supervisory Responsibilities: None

Equipment:

Multi-line phone, computer, printer, calculator, copier, shredder, fax machine, telephone, scanner, and other equipment applicable to the position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Works with frequent interruptions and maintains emotional control under stress.
• Occasional prolonged and irregular hours to complete projects.
• Frequent lifting, carrying, pushing, pulling, standing, stooping, and bending.
• Repetitive hand motions, prolonged sitting, and prolonged use of computers.
• Occasional district wide and statewide travel.
Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required .