Aquatic Center Secretary

Campbell County School District; Gillette, Northern (WY, KY); Hybrid; USD 28,000 - 36,000; Full time

Job summary

Campbell County School District is seeking an Aquatic Center Secretary to assist the Aquatic Director with daily operations, communication with staff and the public, and related clerical tasks. The role focuses on coordination of aquatic programs, scheduling, and documentation to ensure smooth facility use and adherence to guidelines.

The person in this position will manage diverse administrative duties, handle records, respond to inquiries from staff and the community, and support department

Qualifications

• Proficiency in standard office equipment and software applications.
• Ability to maintain accurate records and documents.

Responsibilities

• Coordinate programs and activities for aquatics to ensure facilities/equipment availability.
• Maintain files and records for department personnel.
• Perform clerical tasks such as copying, mailing, filing, and distributing mail.
• Prepare written materials documenting activities and conveying information.
• Process documents such as travel requests and purchase orders to disseminate information.
• Respond to inquiries from staff, parents, the public, and vendors.
• Support administrative personnel with routine duties.

Skills

Office equipment operation

Record keeping

Education

High school diploma or equivalent

Job description

The job of Aquatic Center Secretary is done for the purpose/s of providing support to the Aquatic Director in day-to-day activities; communicating information to staff, the public including vendors, and other districts; and providing information and/or direction as may be requested.

This job reports to Aquatic Director

Essential Functions

• Coordinates a variety of programs and activities (e.g. setting up competitions; setting swimming schedules; tracking participants, distributing awards/participation certificates, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintains a variety of materials and files (e.g. reports, schedules, logs, etc.) for the purpose of ensuring items are available for department personnel.
• Performs record keeping general and program specific clerical functions (e.g. copying, faxing, filing, distributing mail, etc.) for the purpose of supporting assigned administrator and/or staff.
• Prepares a variety of written materials (e.g. award/participation certificates, travel vouchers, purchase orders, coaches packets, Hazard Materials and Fire Alarm report, correspondence, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. travel requests, purchase orders, requisitions, work orders, time cards, evaluations, etc.) for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, other schools, parents, public, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.
• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to 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 pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; standard office equipment (including office application software).

ABILITY is required to schedule a significant number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; communicating with diverse groups; and adapting to changing work priorities.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

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 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.

Experience:

Job related experience is required.

Education:

High school diploma or equivalent.

Equivalency:

Required Testing:

Pre-Employment Proficiency Test

Certificates and Licenses:

Continuing Educ. / Training:

Clearances

Criminal Justice Fingerprint/Background Clearance