07/24/23- Vacancy Announcement for Office Manager (Regular, Full-time)

July 24, 2023 2023-2024 News Releases

The KHSAA, a private, non-profit entity designated by the Kentucky Board of Education to manage high school sports and sport-activities in the Commonwealth, has an immediate need to fill the position of Office Manager and Administrative Assistant to the Commissioner. This opening is created by the promotion of a current employee to another position within the organization and the prior search has been extended.

This opening will be filled as soon as possible and is a regular, full-time position with a work week of at least 37.5 hours, twelve months a year. This position does not offer regular remote work options due to the nature of the business and operational needs.

The KHSAA operates regular business hours at its offices in Lexington from 7:30 a.m. to 4:00 p.m. Eastern Time, and this position will normally operate within that schedule. Current employees at the KHSAA operate on a memorandum of agreement with employment benefits administered by the Kentucky Educational Development Cooperative, based in Ashland. The applicant must meet all laws and requirements of the Kentucky Retirement Systems and the position is not subject to any emergency provisions within those requirements.

The position is a support staff position (clerical/secretarial/administrative support) and reports directly to the Commissioner. Duties may include:

• Administrative Support Duties for the sports and duties assigned to the  Commissioner;
• Supervision of one or more Administrative Support Specialists within the office;
• Serve as the primary administrative assistant to the Association Commissioner;
• Regular Board of Control Communication from Commissioner;
• Board of Control meetings Facilitation;
• Regular Board of Control Communication;
• Facilitate Board of Control Meetings;
• Coordinate Staff Accounting Functions in conjunction with the Commissioner and the Association’s audit firm, including General Ledger reconciliation, tax-exempt forms and certificates, and scholarship tracking;
• Coordinate Sentry File Scanning and Entry;
• Assistance with specific aspects of special programs;
• Actively providing assistance to the rest of the support staff;
• Year-round work supporting administrators in specific sports and the preparation for specific championships;
• Ensuring the following:
  • The timely opening and distribution of any incoming mail;
  • Ensuring that all accounting functions within the office are performed as directed;
  • Ensuring the efficient handling of incoming calls including serving as a contact answering the telephone;
• Performing tasks assigned by the Commissioner or other members of the Executive Staff along with general clerical and other duties as assigned;

The successful candidate for any support staff position shall:

• Be a self-starter and highly organized with a demonstrated work ethic;
• Personify a customer-friendly attitude, both inside and outside the office;
• Be able to meet strict deadlines;
• Be compliant with office hours and other office administrative policies;
• Have a strong knowledge of ever-evolving technology;
• Have word and data processing skills to include the use of Microsoft Office Suite and the Google Suite of applications (the Association reserves the right to request a test of specific technical skills essential to the job(s) including review and design of presentations among other technical assessments);
• Be flexible for potential work on a varying schedule which could include KHSAA championship events;
• Have a minimum of five years of full-time work experience;

The successful candidate for any support staff position should:

• Be a college graduate (or equivalent);
• Have experience supervising other employees;
• Have an understanding of relationships between lead administrators and a governing board that establish policy and serves as a constituent communications conduit;
• Have knowledge of electronic filing or records management systems;
• Possess strong written and oral communication skills;
• Have a baseline knowledge of high school sports.

Preference in selection will be given to:

• Candidates with a college graduate (or equivalent);
• Candidates with a strong accounting/bookkeeping/record management background will set a candidate apart from those without such background.

This position includes an attractive benefits package closely correlated to that of schools and school systems and operates under the regulations of the Kentucky Retirement Systems. The salary is competitive within the education market and within an established schedule through the Commissioner as part of the annual budget process with the Board of Control. Moving expenses are not available for these positions.

The person employed for this position is eligible for single health insurance coverage and other elements of a standard benefits package through KEDC. The successful candidate should reside within a one-hour radius of the KHSAA offices in Lexington.

Interested applicants should complete the online application at http://khsaa.org/ge82-application-for-support-staff-position/, including the submission of a resume and cover documents. Submission deadline: Close of Business, September 1, 2023, however, screening and potential interviews may begin prior to that date given the urgency of the hire. This position may be revised or the search period extended based on applications received.

Submissions may not be made in person or via email but must use the prescribed form. Informational inquiries (but not application submissions) may be made by contacting Office Manager Kara Howard at khoward@khsaa.org.

The KHSAA is an equal opportunity employer with the hiring of all positions based on merit, qualifications, and abilities. The KHSAA does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. 

All resumes of candidates not selected will remain on file for any opening for the six-month period following the initial selection of any successful candidate.