Administrative Secretary

Salt Lake City School District•Salt Lake, UT

1d•Onsite

About The Position

The Administrative Secretary – Department/School provides a wide variety of complex and confidential administrative and secretarial support to assigned administrator, provides effective communication with parents, students and administration, provides oversight to department functions and procedures, oversees site programs and activities, and ensures efficient implementation of assigned functions.

Requirements

Selected candidates must be fingerprinted and successfully pass a criminal background check.
High school diploma or equivalent
Two years’ experience working as a secretary or administrative assistant
Basic experience and proficiency using Microsoft Office Suite (Word, Excel, Powerpoint, Access, etc.) and experience using data-based software
Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English
Experience operating standard office equipment, including phone, scanner, fax, and copy machines

Nice To Haves

Experience using PowerSchool, Business Plus, and Kronos
Experience performing standard bookkeeping
Experience maintaining a website
Experience taking meeting minutes
Spanish or other language proficiency, including ability to read, write, speak, and understand

Responsibilities

Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholders
Compile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for assigned supervisor/administrator
Support office operations and academic processes (e.g., attendance and registration, monitor secure entrances and exits, monitor cameras, etc.)
Create and maintain a wide variety of manual and electronic documents, files, and records (e.g., student data, attendance records, Title I documentation, student enrollment records, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements
Fulfill daily office processes for efficient site operation (e.g., daily reports, answer phones, greet visitors, etc.)
Create and maintain accurate records, including confidential files and records
Participate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functions
Prepare a wide variety of reports, documents, and correspondence of confidential and non-confidential nature (e.g., letters, memorandums, academic forms, periodic and ad-hoc reports, operational procedures, manuals, etc.) to document activities, meet educational requirements, provide written reference, and ensure compliance
Process a wide variety of documents and materials (e.g., student registration, attendance, Title I and other academic processes, etc.) to disseminate information, ensure completion of department processes, and remain in compliance with administrative guidelines and regulatory requirements
Research a variety of topics (e.g., current practices, policies, required enrollment and attendance processes, etc.) to provide information and recommendations that address a variety of school site or district requirements
Respond to a wide variety of inquiries from internal and external parties (e.g., administration, faculty, parents, State of Utah, etc.) to provide information, facilitate communication and provide direction
Schedule and assist in the preparation of a wide variety of activities (e.g., appointments, meetings, seminars, welcoming new staff, etc.) to make necessary arrangements for assigned administrator
Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
Work under limited supervision utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlines
Adapt to changing work priorities and work with frequent interruptions, as required
Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit
Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively