LOUISVILLE CITY SCHOOLS 

JOB DESCRIPTION

Position: Athletic Department Secretary

Reports to: Athletic Director

Description: Provide clerical assistance for the efficient and effective operation of the school athletic administrative office. Assist where appropriate the coaching staff as well as students, parents and members of the community

NOTE: The below lists are not ranked in order of importance

Essential Functions:

• Ensure safety of students
• Contact away teams with information on tickets and transportation
• Prepare weekly athletic schedules
• Manage facilities calendar for all athletic venues for all home events
• Email and communicate with coaches, media, transportation, other schools, game workers, etc.
• Communicate with Hall of Fame inductees and committee members
• Gather and prepare all information for the HOF members
• Plan and organize the Athletic Hall of Fame event
• Organize stadium parking and distribute passes
• Schedule college signings and prepare signage
• Manage postseason events and host playoffs
• Complete and enter REQ'S/PO'S for HS/Athletics/MS Athletics, invoice, vendor info
• Maintain finances for Athletics 
• Make deposits for Athletics- games, fundraisers, banquet, purchases
• Manage PTP for Athletics and clubs 
• Update eSchool every year with correct PTP/fee amounts
• Turn fees off at end of year and on at beginning of year on eSchool
• Budget and purpose/money directives for Athletics
• Keep track of credit cards at HS
• Track and submit game workers’ pay to Central Office
• Maintain contracts and pay fees for tournaments and invitationals
• Daily mail run and banking
• Manage fundraiser forms and fundraiser reconciliation forms
• Manage Hometown Ticketing for football reserve seating, all home athletic events, fundraisers, team camps, etc.
• Organize seating and tickets for all home games (all sports), musical, banquets, dances
• Hire game workers and submit names to administrators for board approval
• Train coaches on processes and procedures
• Maintain police and fire department contracts
• Athletic schedules, schedule changes, rosters
• Add athletic rosters/club rosters in eSchool
• Track PTP payments in Final Forms and Pay Schools
• Track coaches certificates and enter into Final Forms
• Enter physical forms for athletes in Final Forms
• File physicals and upload as needed
• Update each athletic season in Final Forms
• Maintain athletic bulletin board
• Keep record boards up to date and order new record strips after each season
• Disposal of all athletic records when expired or past date of storage
• Order all awards for each sport’s banquets each season
• Verify GPA for scholar athletes
• Maintain binders for coaches and HOF athletic committee
• Schedule the van usage
• Track bus times
• Complies with all Louisville City Board of Education policies and procedures

Other Duties and Responsibilities:

• Respond to routine questions and requests in an appropriate manner
• Perform other duties as assigned by the Athletic Director
• Serve as a role model for students in how to conduct themselves as responsible citizens

Qualifications:

• High school diploma or general education degree (GED)
• Associate’s degree preferred
• One year related experience
• Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities:

• Ability to work effectively with others
• Ability to communicate ideas and directives clearly and effectively both orally and in writing
• Effective active listening skills
• Organizational and problem solving skills
• Ability to generate correspondence independently
• Excellent computer skills
• EMIS knowledge
• First-aid training
• Bookkeeping and accounting skills

Equipment Operated:

• Copy machine
• Adding machine
• Computer/printer
• Fax machine
• Telephone/cellular phone
• Laminator machine

Additional Working Conditions:

• Exposure to blood, bodily fluids, and tissue
• Exposure to loud noises
• Requirement to travel
• Requirement to work overtime
• Interactions with unruly children
• Repetitive hand motion, e.g., computer keyboard, typing
• Interruption of duties by students, visitors, staff and/or telephoning

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor, appointing authority.