Job Description

TITLE: Athletic Bookkeeper

QUALIFICATIONS: High School diploma preferred. Candidate must have at least two years of experience in maintaining records. Experience in bookkeeping and accounting preferred.

TERMS OF EMPLOYMENT: 12-month full-time employee

REPORTS TO: CFO

FLSA Status: Non-Exempt

SUPERVISES: None

POSITION SUMMARY: This position is responsible for the bookkeeping for all athletic accounts, as well as assisting athletic director in all necessary paperwork for the successful operation of sports activities at North Bay Haven.

JOB DUTIES:

• Develop and maintain a system for athletic department records, operational procedures, student athletic records, and middle school internal accounts.


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  Maintains budgets for all athletics and middle school internal accounts for North Bay Haven.


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  Prepare and make daily deposits for both middle school internal accounts and North Bay Haven Booster Accounts.


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  Prepare and issue purchase orders, maintain order records to compare invoices received, inventory items as received, and issue checks for invoices received.


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  Reconcile billings to purchases for all accounts.


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  Maintain all backup documentation related to all middle school internal accounts and athletic financial transactions for the purpose of compliance with school policy and established regulatory guidelines.


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  Monitor financial procedures of middle school internal accounts’ club sponsors, teachers, and coaches.


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  Participate in meetings for extra-curricular boosters and/or in-service training of staff members.

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  Process transportation requests for middle school and athletic activities as well as reconcile transportation invoices for related events. This includes filling out transportation requests for athletic events and field trips, making changes in scheduled transportation as needed, renting vans and buses as needed, and maintaining record of transportation costs.


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  Work with Haven staff on bank reconciliation and monthly review procedures.


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  Train and assist coaching staff with administrative procedures including payment requests, physicals (EL2), liability paperwork (EL3), social media forms, rosters, entering schedules on calendar, student eligibility lists, e-mail blasts and any other duty that requires paperwork, travel, or other requests.

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  Coordinate all needs for Athletic Department Meetings and other special athletic events, which includes but not limited to reserving and set up meeting venues, attending and recording booster meetings, and assisting with and attending fundraising events, when needed.


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  Oversee student athletic insurance program, including managing procedures for proper care of injured athletes, distribution of policy information to athletes, and keeping records of all injuries.

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  Distribute all game schedules to staff, media, administration, faculty, and students. Enter schedules on Florida High School Athletic Association (FHSAA) home campus website. The duties will also include making sure all contracts are signed for athletic contests.

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  Types and files correspondence concerning athletic and other activities, as well as prepares and mails rosters, schedules, and maps to officials, schools and the news media. Orders athletic letters, certificates, pins, and other items for athletic award banquets.


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  Monitors student eligibility for athletics; alerts athletic director if student grade point average falls below standard.

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  Arranges for athletic event officials and communicates with coaches and athletic directors to schedule, reschedule or confirm athletic events. Arranges for ticket takers, timers, scorekeepers, and supervision for home athletic events each season.

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  Coordinates printing of the master athletic calendar, maintains monthly activity calendar, and keeps daily athletic event calendar current with changes and additions.

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  Supplies rosters to faculty on away trips for each support at least a week in advance.


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  Helps Athletic Director to schedule use of facilities by athletic staff and faculty, maintains schedules of building use, and informs custodians, staff, and other outside individuals of events.

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  Distributes facilities use schedules. Communicates with community about athletic events and composes correspondence as necessary.

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  Assists Athletic Director with correspondence, forms, reports and memorandums, as necessary.


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  As needed, provides customer service to students, parents, staff members, district personnel, vendors, and community members in person and over the phone, e-mail, or via mail by answering inquiries, responding to requests and/or providing information.


• Processes all food service receipts and invoices.

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  As needed, answers the telephone, provides information concerning activities, or routes caller to appropriate staff member, and takes messages.

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  Perform other duties as assigned.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions. While performing the duties of

this job, the employee is required to have contact with children who are ill. The employee must be

capable of performing first aid and CPR. The employee is regularly required to talk or hear and taste or

smell. The employee is frequently required to sit; walk; run; use hands to finger, handle, or feel objects,

tools, or controls; and reach with hands and arms. Specific vision abilities required by this job include

close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust

focus. The employee must frequently lift and/or move up to 10 pounds. The employee is occasionally

required to lift up to 50 pounds and to perform a 2-person lift over 50 pounds.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed

by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities,

duties and skills required of personnel so classified.

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