Job Description

JOB TITLE:Administrative Assistant to Activities DEPARTMENT:Activities REPORTS TO:Activities Director or designee FLSA:Non-Exempt

START DATE: September 8, 2026

HOURS/DAY: 8

RATE OF PAY: $24.10/hour - $28.74/hour, Category C

Terms of employment per the Prior Lake Administrative Assistants Federation Education MN Local #4887 (PLSFAA) collective bargaining agreement.

We offer a comprehensive benefits package that stands out among school districts:

• Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind.
• Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy.
• Life Insurance: Protect yourself and your loved ones with a robust life insurance plan
• An Employee Assistance Program, free to employees and their family members
• Optional medical and dependent care flexible spending account

To learn more about our benefits and eligibility, visit ourwebpage for new employees

Provides operational, logistical, and comprehensive financial administrative support for the High School Activities Department. This role manages activity and concessions finances, coordinates event logistics and sports scheduling, oversees event worker and officials' payroll, and maintains student activity accounts to ensure seamless operational compliance and program efficiency.

ESSENTIAL FUNCTIONS

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Provide direct administrative and clerical support services for designated activities office personnel, maintaining a welcoming environment, providing information, and directing visitors, students, and staff.

• Create, update, and maintain sports schedules, athlete data, and department event calendars across multiple software programs and data management platforms.

• Manage all student activity accounts alongside student treasurers for each activity, club, and organization, including procurement of goods, ordering, purchasing, and account reconciliation.

• Assist in the creation, oversight, and daily management of the departmental budget, preparing budget reviews that detail expenditures and remaining balances.

• Prepare purchase orders, process invoices, verify delivery of goods, order department equipment and supplies, and process p-card statements and payment processing for purchases.

• Prepare event cashboxes, conduct accurate cash counts, and complete bank deposits for all athletic and activity events.

• Oversee both activity center and stadium concession operations, including inventory control, equipment maintenance, and volunteer coordination.

• Oversee the scheduling and payroll processing for all officials across all sporting events and student activities.

• Oversee payroll processing for all internal event workers and external event vendors throughout the school year.

• Manage departmental reimbursements, including field trip and event transportation costs for all coaches and activity advisors.

• Coordinate logistics, space reservations, set-up, and tear-down arrangements for athletic competitions, school activities, and department events.

• Manage public communications for the department, including updating social media platforms and writing/distributing newsletters.

• Maintain strict confidentiality of sensitive private student records, personnel files, and financial information in accordance with district policies, state regulations, and federal laws.

• Perform other duties and responsibilities as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Bachelor's degree in a related field preferred. High school diploma or GED required.

• Training and/or experience as a secretary, administrative assistant, or office manager required, preferably within a K-12 or athletic environment.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• N/A

Required Knowledge:

• Understanding of educational financial and administrative procedures, including expenditure tracking, budget review, purchase order processing, and cash handling.

• Knowledge of software data management, scheduling databases, and word processing applications.

• Understanding of event logistics, facilities set-up, and basic inventory and concessions management.

• Knowledge of district policies and procedures, including confidentiality standards and data privacy laws regarding student and financial records in a large complex organization.

Required Skills:

• Proficiency with software data management, databases, word processing, and spreadsheet applications.

• Strong organizational skills with high attention to detail for managing multi-account budgets, cash handling, and event scheduling.

• Excellent written and verbal communication skills across print, email, newsletter, and social media channels.

• Strong interpersonal skills and work ethic to collaborate effectively with students, staff, coaches, officials, vendors, and visitors.

• Demonstrate reliability, accountability, and absolute discretion when managing confidential information and department operations.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office and school event setting, use standard office equipment, and stamina to sit or stand for extended periods while performing data entry, financial processing, and event administration; strength to lift, carry, and move event supplies, concession inventory, or cashboxes weighing up to 20 pounds; vision to read printed materials, computer screens, and financial ledgers; hearing and speech to communicate effectively in person, over the telephone, and at public events with staff, students, parents, and external stakeholders; and mental alertness to manage concurrent deadlines, multi-account balances, and event logistics seamlessly.

WORKING ENVIRONMENT:

Work is completed in a standard office environment with frequent movement to various school facilities, athletic fields, activity centers, and stadiums to coordinate event logistics, oversee concessions, and manage event operations.