Job description
BUILDING/ACTIVITIES SECRETARY - PRAIRIEVIEW
Job Description
Waukee Community School District is an equal opportunity employer. Our goal is to be a diverse workforce that is representative of our students and community. We are committed to building teams that represent a variety of backgrounds, perspectives, and skills. The more diverse we are, the better positioned we are to build genuine relationships based on individual perspectives and positively contribute to a diverse global community.
Position Criteria:
- High school diploma and/or specialized training or experience in secretarial related responsibilities
- Background experience using school-related software or willingness to learn, including, but not limited to: Powerschool, SmartFind Express, TimeClock Plus, iVisions and InfoSnap
- Knowledge and/or experience in use of computers and various technological applications
- Demonstrated competence in relating, communicating, and maintaining confidentiality in the workplace
- Friendly and professional to all students, parents, visitors and staff
Performance Responsibilities:
Building Secretary
- Customer Service (welcoming parents/students/staff to front office); directing students to Admin; counselors and health clinic; preparing student passes in the morning for early dismissal; before school library pass and classroom passes. Answering phone and funneling calls to Attendance and/or necessary party
- Serve as a resource to keep PV running smoothly; be able to assist everyone in the building with guidance or answer to questions or concerns.
- Be flexible and be able to prioritize work that needs to be completed. Ability to think through and implement a plan
Activities Secretary
- Activity Passes: Distribute passes to students
- Athlete Paperwork: process student athlete physical and concussion forms
- Athletic Schedules: from the AD's direction, make updates on all communication channels including CIML and Warriors websites
- Cash Handling: prepare cash boxes for gate workers, deposit gate income, deposit monies from team fundraising, deposit Activities income
- Coaches Certification: track and report compliance for concussion certification prior to the start of each season
- Contracts: produce, and manage event contracts with competitor schools for multiple sports seasons, including A/R
- Eligibility: monitor, track, and communicate athlete eligibility in the areas of academic, conduct, transfer, and homelessness
- Marketing: internal and external communication and promotion of Activities teams, events, and accomplishments
- Phone Coverage: answering incoming calls regarding activities, serving internal and external customers, connecting to the intended recipient
- Purchasing: complete PO management working with staff, vendors, receiving, and business office (includes P-Card management, statement reconciliation for dept)
- Rosters: create and maintain based on coach's direction
- Transportation: work with coaches, Durham and additional charter companies to ensure timely transportation of teams to/from away events
- Volunteer Coordination: prepare the schedule of gate workers and publish to fill volunteer positions at each home sporting event, work to fill all spots when a volunteer cancels, attend and work the gate for home football games, and select home track meets
General Bookkeeping
- Create Purchase Orders as needed and order materials from vendors.
- Answer emails & phone calls
- IASBO Conferences & other trainings
- Scanning & attaching documents (P-cards, new employees, W-9’s, etc)
- Count and receipt all incoming funds and prepare for daily deposits
- Balance accounts monthly with credit card building/department detailed receipts
- Set up money boxes and supply start change for activity gates and events. For athletic events – organizing tickets with $ drawers, making change as needed, answering questions for volunteers, etc
- Reconcile activity money boxes each morning after event(s).
- Work with students and parents regarding fees and balances
- Sell parking and activity passes each school year and collect any type of unpaid fee
- Assist office staff with telephone calls and visitors as needed.
- Serve as financial resource for building – budget/account questions, collection/fee question, payment/vendor questions
- Check on own past due open Purchase orders
NOTE: Position is anticipated to transition to full-time Activities Secretary in the 24/25 school year.
Primary Location
Prairieview
Salary Range
$21.86 / Per Hour
Shift Type
Full-Time
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