Activities Secretary/Bookkeeper - Prairieview

ACTIVITIES SECRETARY/BOOKKEEPER - 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 or equivalent Training and/or experience in secretarial responsibilities, preferred Training and/or experience in managing financial accounts, preferred Proficient computer skills including Microsoft Office, Google Suite, and/or accounting applications, preferred Performance Criteria: Activities Secretary: Activity Passes: process orders and cash payments, work with LifeTouch for student passes, create family and staff passes, distribute Athlete Paperwork: process student athlete physical and concussion forms Athletic Schedules: from the AD's direction, make updates on all communication channels Camps/Clinics: verify event details with coaches, setup on RegWorks for registration and payment processing, facilitate profitability calculation post-event and ensure staff payments 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 Event Management: plan, promote and attend quarterly informational events for student athletes, parents & coaching staff.
Set up tables and iPads for gate workers.
Game Print Materials: produce roster/program with home and visiting team rosters Marketing: internal and external communication and promotion of Activities teams, events, and accomplishments Office Tasks: filing, tidying, procurement of office supplies, working with teams to ensure well-functioning office equipment Phone Coverage: answering incoming calls on the Activities phone line and building phone line, serving internal and external customers, connecting to the intended recipient Post-Season Awards: working with coaches to prepare award and certificates to celebrate each team member's accomplishments during the season 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.
Support scheduling, transportation, and event management for fine arts events.
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 Primary Location Prairieview Activities Salary Range $21.
86 / Per Hour Shift Type Full-Time