Administrative Assistant - Athletics and Activities

Position Type Secretarial/Clerical/Secretary Date Posted 3/27/2026 Location Cody High School Date Available 5/1/2026   Additional Information: Show/Hide Park County School District 6 Administrative Administrative - Athletics and Activities Full-Time, Benefited Position Salary Range: $19.90 - $32.90 This job reports to Activities Director Purpose Statement The job of Administrative Assistant - Activities Director is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. Essential Functions Compiles and verifies data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, Internet research, student physicals, non contact forms, academic eligibility, game schedules, WHSAA handbook, high school fundraisers, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator. Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, conferences, District facilities, home events with custodians and administration, facility rentals, hospitality rooms, District music schedule, assemblies and pep rallies, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, eligibility records, permanent file of high school players, inventory of supplies, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Monitors a wide variety activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, required state reports, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements. Organizes District games, tournaments, conferences, work load, and conventions (e.g. setting up cash boxes, making programs, accommodations for officials, media notification, permanent records, meals, etc.) for the purpose of ensuring the management and overall efficiency and integrity of the activity office and its programs. Oversees the work activities within the office (e.g. handling, operating and maintaining a balanced process of work, developing, managing, and updating Activities Department website, organizing student participation records and eligibility according to District policies and State regulations, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines. Participates in a variety of meetings, workshops, and/or training (e.g. scheduling meeting rooms, taking minutes, sending out reminders, recommending ideas for improving facility use, recommending changes to board policies and rental fees, WHSAA meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees. Prepares a wide variety of reports, documents and correspondence of a confidential and non- confidential nature (e.g. letters, memorandums, meeting minutes, charts, reports, operational procedures, manuals, spreadsheets, managing general budget and club accounts, rosters for opposing schools, publicity, payroll for officials, contracts, handbooks, insurance forms, policy manuals, team handbooks, fundraisers procedures, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Presents information on administrative procedures (e.g. department/program policies, purchasing procedures, procedures for fundraisers, student insurance program, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel. Processes a wide variety of documents and materials (e.g. time sheets, purchase orders, entry fees, work orders, requisitions, reimbursements, budget transfers, travel arrangements, publicity, game contracts, officials contracts, season records, athlete eligibility, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. Procures supplies and materials (e.g. office supplies, awards, banners, plaques, budget items, etc.) for the purpose of maintaining availability of required items. Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances. Represents assigned Administrator in his/her absence for the purpose of conveying and/or gathering information required for administrative functions. Researches a variety of topics and makes changes (e.g. current practices, policies, education codes, WHSAA forms and policies, student awards and honors, policy manuals, team handbooks, fundraisers procedures, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements. Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, coaches, insurance companies, other school districts, WHSAA, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, officials, workers, athletic awards programs, etc.) for the purpose of making necessary arrangements for assigned administrator. Supports assigned administrative personnel for the purpose of providing assistance with his/her functions and responsibilities. Other Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; planning and managing projects; analyzing data; applying job-related codes, regulations and laws; classifying data and/or information; conducting financial transactions; conducting meetings; promoting activities and/or events; and screening telephone calls. KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; office methods and practices; job-related codes/laws/rules/regulations/policies; keyboarding; knowledge of community resources; recordkeeping and record retention practices; and school safety and security practices. ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team; working with frequent interruptions; analyzing issues and determining appropriate course of action; displaying tact and courtesy; multitasking; organizing tasks; and working with detailed information/data. Responsibility Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services. Work Environment The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment. Experience: Job related experience with increasing levels of responsibility is desired. Education: High school diploma or equivalent. Equivalency Continuing Educ. / Training: Blood borne Pathogens Training & Testing Diabetes Training & Testing Homeless Training & Testing Epi-Pen Training Medical Administration Glucagon Training Civil Rights Clearances Criminal Justice Fingerprint/Background Clearance FLSA StatusSalary GradeNon Exempt$19.90 - $32.90