Activities Office Assistant/Office Secretary

Position Type:
Non-Certified Staff/Support Staff/Secretary
Date Posted:
2/2/2024
Location:
Aitkin High School
Date Available:
ASAP
Closing Date:
open untill filled
District:
Aitkin Public Schools - website
Aitkin High School is posting a 10 month, full time clerical position that is expected to maintain the secured entrance area of the high school, work with the Activities Director and support the high school office clerical team when needed. This person will be required to work (5-days) 40 hours per week and actively communicate with current clerical staff. General Definition of Work: Performs administrative support work maintaining students records of attendance for activities, and discipline relating to MSHSL rules and policies, assisting with department operations and related work as apparent or assigned. Work is performed under the supervision of the Athletic/Activities Director and High School principal. Also acts as receptionist for the high school in the secure entrance. Approximate starting date is flexible.
ESSENTIAL FUNCTIONS
Working knowledge of

• Microsoft Word and Excel
• Database entry and functions
• Google Docs, Google Sheets, Gmail
• Office equipment
• Office phone systems
• Acts as the administrative assistant to the Athletic/Activities Director, coaches, advisors, and activity staff.
• Performs data entry maintaining and updating attendance records for student activities, prepares reports and generates activity records for the Activities Director and other office personnel.
• Maintains behavior records in student data system for MSHSL violations.
• Assists AD in the facility use system for all student activities.
• Coordinate and types correspondence; performs word processing, Excel spreadsheets, Google docs, Google sheets, filing and record keeping as needed.
• Prepares for the new school activities, assists in the preparation of the coach's handbook, prepares the sports/activities packets and season passes.
• Collects and records all sports physicals, eligibility packets, sports/activity fees, prepares the necessary accounting forms for sports/activity fees, entry fees, etc. for submission to the District Office.
• Prepares and sells season pass tickets, prepares the accounting forms for submission to the District Office.
• Prepares bills and receives payment for lost/missing equipment and/or uniforms, damaged equipment or uniforms. Upon receipt of payment, prepares the accounting forms for submission to the District Office.
• Count/manage event gate/concessions money and prepare accounting forms for the District Office
• Prepare forms for student participation, issue eligibility lists to coaches/advisors for each sport/activity students participate in.
• Work with other office staff to update student attendance as they arrive after the days has begun.
• For every parent's night, send each head coach the announcer list of players and parents for their review with their players.
• Give an updated sports/activities list to the Athletic/Activities Director. Maintain the scholarship awarded information on student athletes for participation in sports/activities.
• Type up all programs for each home volleyball, football, girls' basketball, boys' basketball, wrestling, and dance event, make copies as needed.
• Assist coaches with communicating schedule changes for practices, events, transportation.
• Update and maintain the Daily Travel Rosters
• Update and maintain the Daily Morning Announcements
• Update and maintain the schools' athletics/activities website and Facebook accounts.
• Input all athletics/activities department transportation requests into the transportation system. Ensure the transportation department is updated on all busing changes for student athletics and activities.
• Notify kitchen staff of absences of large groups of students due to activities
• Generating and maintaining rosters for the coaches and advisors in the school database and the MSHSL database.
• Clerical support for coaches and advisors including, lettering and certificates for banquets.
• Assist parents and community members with any questions, drop offs, pick ups and visits during the school day.
• Coordinating items dropped off for students throughout the day
• Manage parcel deliveries for the building
• Other administrative tasks as assigned

Aitkin Public Schools mission is to empower students to be life-long learners and productive citizens by developing high expectations and student achievement in a safe and friendly learning environment. Aitkin Schools covers a large portion of Aitkin County in northern Minnesota. The city of Aitkin offers a friendly, small town atmosphere with larger cities nearby. Our area offers a wide variety of outdoor family opportunities. We are 15 miles north of Mille Lacs Lake. Aitkin county is home to over 365 lakes, many within minutes of the city of Aitkin. We also have the Mississippi and Ripple Rivers that flow through our community which provide a variety of boating possibilities. Aitkin county is also known for some of the most scenic wildlife trails in Minnesota. We have a very good system of snowmobile and atv trails. We are within minutes of a number of outstanding golf courses as well. The city of Aitkin has a wonderful park located on the Ripple River that families throughout the area enjoy on a regular basis. Aitkin is home to the Riverwood Healthcare facility with over 60 physicians, specialists and surgeons. The city of Aitkin is also the home of the Aitkin County seat. Why just visit Aitkin when you can live and work here year around? "WE ARE ISD1!"