Administrative Secretary- Glendale Middle School (412)

Salt Lake City School District•Salt Lake, UT

1d•Onsite

About The Position

The Administrative Secretary-Middle School provides a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveys information regarding department functions and procedures; coordinates academic processes; ensures efficient operation of support functions; communicates information to faculty, staff, families, and other district/site departments; ensures compliance with financial, legal, and administrative requirements; and coordinates assigned projects and district/site activities. This position is located at Glendale Middle School.

Requirements

Selected candidates to be fingerprinted and successfully pass a criminal background check.
High school diploma or equivalent
Two (2) years of experience working as a secretary or administrative assistant
Experience and proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and experience using data-based software
Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
Ability to operate standard office equipment, phone, copy, and scanner machines, etc.

Nice To Haves

Working knowledge of PowerSchool, Business Plus, and UKG
Experience in a K-12 education or public employment environment
Experience performing standard bookkeeping
Experience maintaining websites
Experience taking meeting minutes
Spanish or other language proficiency, including the ability to read, write, speak, and understand

Responsibilities

Schedule a wide variety of activities (e.g., appointments, meetings, interviews, etc.) to make necessary arrangements for the assigned supervisor
Monitor assigned school and district activities (e.g., program components, etc.) to coordinate activities and ensure compliance
Oversee the work activities within the office and the school to organize assignments, monitor progress, and to ensure completion within established guidelines
Coordinate a wide variety of projects, functions, and program components (e.g., site workshops and seminars such as new teachers, district academic processes, Title I, including language translation, all enrollment processes, etc.)
Compile and analyze data from a wide variety of sources (e.g., time sheets, calendars, expenditures/budget, etc.) to prepare reports, make recommendations, and prepare information for the assigned supervisor
Create and maintain a variety of records (e.g., spreadsheets for testing applicants, schedule for out-of-state students, testing schedules, budget data, student data, etc.)
Maintain a wide variety of manual and electronic documents, files and records (e.g., budget data, employee records, financial records, etc.) to provide up-to-date information, completion of processes, and historical reference, in accordance with established administrative guidelines and legal requirements
Participate in meetings and draft meeting minutes
Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, meeting minutes, periodic and ad-hoc reports for department, district, and state, etc.) to document activities and educational requirements, provide written reference, and ensure compliance
Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders
Respond to a wide variety of inquiries from internal and external parties (e.g., staff, administrators, parents, public agencies, etc.) to provide information, facilitate communication among parties, and provide direction
Support assigned administrative personnel by providing assistance with academic functions and responsibilities
Maintain inventories and order supplies and equipment to ensure items availability
Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
Participate in meetings, workshops, and seminars, as assigned, to convey and gather information required to perform functions
Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information, and meeting deadlines
Speak, read, write, analyze, understand, and follow written and verbal communication in English, including grammar and punctuation; listen to, and understand information and ideas presented verbally or in writing
Adapt to changing work priorities and work with frequent interruptions, as required
Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds
Perform other related duties as assigned to ensure the efficient and effective function of the work unit