Administrative Secretary

Administrative Secretary Positions

One of the available roles is Administrative Secretary for Youth, and one of the available roles is Administrative Secretary for Adult Education. Both positions will work at Horizonte.

Job Summary

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.

Minimum Required Qualifications

All positions require selected candidates to be fingerprinted and successfully pass a criminal background check. Additional minimum required qualifications for this position are:

1. High school diploma or equivalent
2. Two years' experience working as a secretary or administrative assistant
3. Basic experience and proficiency using Microsoft Office Suite (Word, Excel, Powerpoint, Access, etc.) and experience using data-based software
4. Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English
5. Experience operating standard office equipment, including phone, scanner, fax, and copy machines

Preferred Qualifications

These are examples of skills and experience that the best qualified candidates may have. Not having one or all of them does not disqualify any candidate from consideration.

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

Essential Functions & Responsibilities

1. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholders
2. Compile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for assigned supervisor/administrator
3. Support office operations and academic processes (e.g., attendance and registration, monitor secure entrances and exits, monitor cameras, etc.)
4. 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
5. Fulfill daily office processes for efficient site operation (e.g., daily reports, answer phones, greet visitors, etc.)
6. Create and maintain accurate records, including confidential files and records
7. Participate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functions
8. 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
9. 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
10. 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
11. 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
12. 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
13. Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
14. Work under limited supervision utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlines
15. Adapt to changing work priorities and work with frequent interruptions, as required
16. Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit
17. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively

Employee Supervisory Responsibilities: No

Work Environment & Physical Demands: School Administrative Secretary Physical Demands Form

The Salt Lake City School District is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, and its services, programs, and activities.

To request reasonable accommodation, contact us at Human Resource Services - Salt Lake City School District (slcschools.org) or call View phone number on click.appcast.io.

Non-Discrimination Statement

No district employee or student shall be subjected to discrimination in employment or any district program or activity on the basis of age, color, disability, gender, gender identity, genetic information, national origin, pregnancy, race, religion, sex, sexual orientation, or veteran status. The district is committed to providing equal access and equal opportunity in its programs, services and employment including its policies, complaint processes, program accessibility, district facility use, accommodations and other Equal Employment Opportunity matters. The district also provides equal access to district facilities for all youth groups listed in Title 36 of the United States Code, including scouting groups. The following person has been designated to handle inquiries and complaints regarding unlawful discrimination, harassment, and retaliation: Tina Hatch, Compliance and Investigations/Title IX Coordinator, 440 East 100 South, Salt Lake City, Utah 84111, View phone number on click.appcast.io. You may also contact the Office for Civil Rights, Denver, CO, View phone number on click.appcast.io.