Communication Assistant/ Clerk Athletics / 1665 Job at Hattiesburg Public School

Hattiesburg Public School District Communication Assistant/ Clerk Athletics / 1665 Hattiesburg, Mississippi Apply Now

TITLE: COMMUNICATIONS ASSISTANT

QUALIFICATIONS:

1. Seeking or have obtained Bachelor degree in Public Relations, Communications, Marketing, or related field
2. Excellent written and verbal communication skills.
3. Proficiency in social media platforms and content management systems.
4. Strong organizational and multitasking abilities.
5. Ability to work collaboratively in a fast-paced environment.
6. Familiarity with design software (e.g., Adobe Creative Suite) is desirable but not required.

SUPERVISES: N/A

REPORTS TO: Community and Engagement Coordinator

JOB GOAL: Assists the communications department in developing and implementing communication strategies to promote the district's image, initiatives, and achievements.

TYPICAL DUTIES AND RESPONSIBILITIES:

1. Assist in creating and distributing communication materials such as newsletters, press releases, and announcements to internal and external stakeholders.
2. Help manage the district's social media accounts by creating content, scheduling posts, monitoring engagement, and responding to inquiries from parents, students, and community members.
3. Support the maintenance of the district's website by updating content, posting news articles, and ensuring information is accurate and up-to-date.
4. Assist in planning and executing district events, including open houses, parent-teacher conferences, and community forums.
5. Coordinate logistics, manage invitations, and provide on-site support as needed.
6. Assist in drafting press releases, pitching stories, and coordinating media coverage of district events and initiatives.
7. Engage with parents, students, staff, and community members to foster positive relationships and gather feedback. Assist in organizing outreach efforts and community partnerships.
8. Support the communications department during crisis situations or emergencies. Assist in drafting statements, coordinating media responses, and providing information to stakeholders.
9. Provide general administrative support to the communications department, including scheduling meetings, preparing materials, and maintaining databases and contact lists.
10. Demonstrates prompt and regular attendance.
11. Supports the Hattiesburg Public School District Mission, Vision, and Strategic Plan.
12. Performs other duties as assigned.

TERMS OF EMPLOYMENT: Salary and work year to be established by the Board of Trustees

EVALUATION: Annually, may be in conjunction with primary position

TITLE: CLERK- ATHLETICS

QUALIFICATIONS:

1. Possess a High School education with athletic background experience preferred.
2. At least three (3) years of successful administrative assistant experience preferred.
3. Knowledge with computers and basic software programs for word processing, spreadsheets, and databases.
4. Knowledge of District operations -- policies, rules, and regulations.
5. Enrollment and transfer policies for all levels -- preschool through high school.
6. Knowledge of Mississippi Code Ann. Section 37-15-31.
7. Ability to read, interpret and apply complex rules and regulations.
8. Ability to communicate effectively with staff, parents, school sites, community members, and government agencies.
9. Ability to coordinate a variety of sports activities at different sites.
10. Ability to collect, organize, and analyze student data, utilizing productivity tools such as Excel, PowerPoint, and other planning tools.

SUPERVISES: N/A

REPORTS TO: Executive Director of Student Activities and Services

JOB GOAL: Assist the Executive Director of Student Activities and Services in overseeing the daily operations of the Athletic Department and Student Services.

TYPICAL DUTIES AND RESPONSIBILITIES:

1. Meet and greet all visitors courteously, determine needs, and direct or escort them to the appropriate person.
2. Receive and route incoming calls.
3. Assist the director of student activities in arranging officials and security at home sports activities and send a list to these agencies for their records.
4. Assist the director of student activities in distributing insurance envelopes and related information to each school principal and assist parents in filing claims.
5. Prepare check requests to the business office for any funds needed for the daily operations of the athletic and student services departments.
6. Assist Director of Student Activities and coaches in typing and compiling schedules and team rosters.
7. Report all athletic schedules to the director of student activities, Mississippi High School Athletic Association, school principals (MHSAA), and assigning secretaries.
8. Send schedule changes made before and during the season to the director of student activities, MHSAA, school principals, and assigning secretaries.
9. Assign ticket sellers, ticket takers, clock operators, scorekeepers, and P.A. Announcer for all athletic events except football.
10. Perform game administrator duties as needed for athletic events.
11. Create and distribute athletic event calendars to school principals, school security, event workers, and assigning secretaries.
12. Prepare and deliver money and ticket boxes for all games.
13. Verify game balance sheets prepared by ticket sellers.
14. Prepare deposits from game receipts and transport to the bank.
15. Prepare transmittal reports monthly of all deposits in the athletic department for the business office.
16. Prepare referee sign-in sheets for each athletic event and submit the sheets to the business office for payment.
17. Maintain the data input for student-athletes' eligibility in MHSAA data system (c2cschools.com).
18. Attend the required training session for the MHSAA data system (c2cschools.com) annually.
19. Generate all annual dues and fees to MHSAA along with game security plans for the high school and the middle school.
20. Send school administration and coaches contact information to MHSAA and District VIII secretaries annually.
21. Inform coaches of budget allocation for assigned sports.
22. Assist in maintaining budget allocation for each sport and team.
23. Generate purchase orders for the director of student activities and for each sport.
24. Maintain a pool of students for random drug screenings.
25. Prepare timesheets monthly for hourly personnel and submit the data to the payroll department at the appropriate time.
26. Organize and sell All Seasons Sports Passes for all sports.
27. Order tickets and passes for all sporting events including football, volleyball, basketball, softball, soccer, baseball, track, special events, and VIP and parking passes.
28. Assist in coordinating college signing days for each sport.
29. Distribute At-Will Agreement Contracts to coaches.
30. Collect, organize, and distribute pertinent information for student inter-district transfers, intra-district transfers, tuition, and affidavits.
31. Distribute information about the enforcement of rules and regulations through established actions and penalties that are clearly stated and given to parents and students.
32. Demonstrate prompt and regular attendance.
33. Support the Hattiesburg Public School District Mission, Vision, and Strategic Plan.