Athletic Department Office Assistant 10 month (Senior Office Assistant - Automated Systems)

Position: Athletic Department Office Assistant
Civil Service Title: Senior Office Assistant 10 month (Automated Systems) 
Location: Athletic Department 
Full Time: 200 Days (work the last two weeks in August and September 1st through June 30th . The last 2 weeks as referenced means the 2 weeks immediately preceding the start of the student instructional year, totaling 200 work days.). 200 day employee follows the teacher calendar between the first and last day of school.  
Hours: 8 a.m. - 4 p.m.  
Salary: $43,500 - $63,500
Civil Service: Yes 
Competitive: Yes 
Job Class Code: 0751, S751 
Effective Date: June 15, 2025 
Bargaining Unit: BEST
 
All candidates must be on an active Civil Service Senior Office Assistant (Automated Systems) list and/or currently in the position of Senior Office Assistant (Automated Systems).  If you are interested in this position and not on the list, please contact Civil Service ASAP.  We can only hire individuals who are active on the Senior Office Assistant (Automated Systems) list.

Senior Office Assistant (Automated Systems) Civil Service Job Description

Job Description: 
The Athletic Department Office Assistant plays a vital role in supporting the daily operations of the Athletic Department by ensuring effective communication, organization, and logistical planning for athletic events and activities. This position requires a highly organized, detail-oriented individual with strong multitasking skills who can balance multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment. By fostering a positive and efficient atmosphere, the Athletic Department Office Assistant contributes to the success of student-athletes, coaches, and staff. 
 
Key Duties & Responsibilities 
 
Daily Tasks: 

• Confirm athletic contests with opposing schools and officials. 
• Coordinate and exchange team rosters with opposing schools. 
• Confirm transportation arrangements. 
• Update the “Daily Schedule” on the Athletics Website and the TV display in the gym hallway. 
• Communicate regularly with students, parents, coaches, internal staff, athletic secretaries, and Athletic Directors. 

Weekly Tasks: 

• Ensure the Sportspak schedule aligns with the Master Schedule. 
• Develop and manage a weekly transportation schedule for away contests. 
• Create and oversee a weekly field-lining and preparation schedule for the grounds crew. 
• Verify bus trips on invoices for payment processing.

Seasonal Tasks: 

• Develop and maintain the master schedule for each athletic season. 
• Track and assist in compliance with New York State coaching requirements, ensuring all necessary documentation is up to date for every coach. 
• Create requisitions for seasonal coach positions in coordination with the Human Resources Department. 
• Update and manage pay information for coaches, advisors, timekeepers, and chaperones, generating and processing pay sheets. 
• Oversee the signing and submission of pay sheets for seasonal staff. 

Annual Tasks: 

• Organize and maintain record-keeping systems, including purchase orders, team rosters, accident reports, medical notes, additional payment forms, and coaching contact information. 

Additional Responsibilities: 

• Prepare deposits and manage TE accounts (e.g., TE-10, TE-17, TE-18, TE-19, TE-36, TE-63). 
• Assist the Athletic Director in managing weather-related issues and communicating with coaching staff, opposing schools, officials, and transportation providers. 
• Reschedule contests, coordinate official coverage, and arrange transportation as needed. 
• Digitally scan, distribute, and file medical notes, ensuring records are properly maintained. 
• Support the Athletic Director with projects, seasonal preparations, tournaments, game/event programs, and sports award ceremonies. 
• Generate requisitions and maintain organized filing systems for documentation. 

Technical Skills & Tools: 

• Frontline: Recruiting & Hiring 
• Microsoft Office Suite: Word, Excel, PowerPoint, Publisher 
• Sportspak Online System: Managing team schedules 
• FamilyID: Managing student athletic registrations, clearances, rosters, and reports 
• Section One Scoreboard: Tracking sports results. 
• ML-Schedules: Managing facility use requests. 
• ML-Work Order: Submitting work orders for custodial or grounds tasks. 
• nVision: Generating requisitions for supplies, equipment, and expense payments. 
• General Technical Skills: Proficient in generating and inserting hyperlinks, digital file attachments, and email communications. 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience where a primary function of the position was performing general office/clerical work, two (2) years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents. SUBSTITUTION: Satisfactory completion of 30 credits* at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one (1) year of the general office/clerical experience and one (1) year of the specialized experience using computer applications as described above. Completion of 6 credits* in word processing coursework at a recognized college or university may be substituted for an additional one (1) year of specialized experience using computer applications as described above. All coursework must be verified by official transcript.
 
The Briarcliff Manor School District has embarked on a journey to foster a more inclusive and equitable organization. As the district strives to cultivate a work and school community that is more inclusive, diverse, and representative, the recruitment and hiring of high-quality candidates from diverse backgrounds is a top priority. Additionally, there is a commitment to providing meaningful professional development to support all faculty and staff. Individuals who identify with historically underrepresented groups, including but not limited to BIPOC (Black/African American, Indigenous/Native American, Persons of Color), Hispanic/Latinx, LGBTQ+, and individuals with disabilities, are strongly encouraged to apply.