Administrative Secretary - Teaching and Learning

Salt Lake City School District•Salt Lake, UT

5d•Onsite

About The Position

The Administrative Secretary –Teaching and Learning provides a wide variety of complex and confidential administrative and secretarial support to administrators and teachers on special assignment in different academic areas and offices. The position will effectively communicate with parents, students, teachers, and school administrators; coordinate and oversee department functions and procedures; have oversight of site programs and activities; and ensure efficient implementation of assigned functions. This position will report to multiple assigned supervisors in the department and will also support their respective team members as appropriate.

Requirements

Selected candidates must be fingerprinted and successfully pass a criminal background check.
High school diploma or equivalent
Minimum three (3) years working as a Secretary or Administrative Assistant
Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English
Demonstrated ability to speak, read, and write professionally, using a formal tone and formatting that is appropriate for work emails, letters, and business documents (e.g., sole source, MOUs)
Advanced proficiency in Microsoft Office Word, and Excel, including the ability to use spreadsheets efficiently, produce graphs and tables, perform calculations, and automation to process large amounts of data, and merge data into other documents
Experience with cloud-based productivity applications such as Microsoft 365 or Google Workspace
Experience with standard bookkeeping practices including monitoring expenditures and encumbrances using information from accounting software, and maintain accurate records
Experience using data collectors such as Microsoft Office Forms, Qualtrics, Survey Monkey, etc.
Valid Driver’s License and evidence of insurability with dependable/reliable access to transportation
Experience operating standard office equipment, including computer, phone, scanner, fax, and copy machines

Nice To Haves

Experience using PowerSchool, Business Plus, MIDAS, SmartFind Express, and Kronos or similar programs
Advanced experience working in cloud-based applications, including securely sharing files in OneDrive, collaborating on web-based documents, and experience with Microsoft Teams
Experience with calendaring programs to schedule meetings with multiple people and set reminders for self and others about upcoming events
Experience preparing and supporting meetings, taking accurate minutes, preparing and supporting professional development sessions, or other large professional events
Experience maintaining the department website and other public-facing communications
Spanish or other language proficiency, including ability to read, write, speak, and understand

Responsibilities

Oversee the work activities within the department and office to organize the schedule and assignments, monitor progress, and ensure completion within established guidelines
Compile data from a wide variety of sources (e.g., MS Office Forms, timesheets, calendars, expenditures/budget, internet research, etc.) to analyze data, prepare reports, make recommendations, and prepare information for assigned supervisors and district offices
Perform standard bookkeeping, including monitoring expenditures and encumbrances using information from accounting software, and maintain accurate records
Utilize Excel spreadsheets efficiently to produce graphs and tables, perform calculations, and automation to process large volumes of data, and merge data into other documents
Create and maintain a variety of records and process documents to build systems for workflow
Maintain a wide variety of manual and electronic documents, web-based documents, files, and records, (e.g., budget data, PowerSchool information, financial records, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines
Process a wide variety of documents and materials to disseminate information, ensure completion of department processes, and remain in compliance, with administrative guidelines and regulatory requirements for Federal and state programs and grants
Learn and use specific technology, cloud-based applications, (OneDrive, Teams Ability, MS Office forms, PowerSchool, Business Plus, MIDAS, SmartFind Express, Kronos, learning management systems - Canvas, Google Classroom, registration, and records software - MIDAS, KickUp, and University registration systems, etc.) as required by supervisors to support the department
Speak, read, and write professionally, using a formal tone and formatting appropriately for professional communications (e.g., sole source, Memorandums of Understanding - MOUs, etc.)
Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders
Respond to various inquiries from internal and external stakeholders (e.g., administrators, teachers, parents, departments, etc.) to provide information and facilitate communication among parties
Participate in meetings, workshops, and seminars, as assigned to convey, and gather information required to perform functions
Maintain equipment inventory, including digital component and account licenses if appropriate
Coordinate large materials orders with multiple schools and place orders annually
Support a team environment by collaborating with own and other work units to effectively perform the duties of the position, including collaborating in peak time to support smooth office functions throughout the department
Work under limited supervision, utilizing time management and prioritization strategies, accurately processing detailed information, and meeting deadlines
Adapt to changing work priorities and work with frequent interruptions as required
Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English including grammar and punctuation; listen to and understand information and ideas presented verbally or in writing
Operate standard office equipment (computer, phone, scanner, fax, copy machines)
Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively; this position does not have a remote work option
Other duties as assigned