Administrative Secretary

Administrative Secretary This Administrative Secretary role provides essential administrative support to district administrators by managing budgets, scheduling and preparing materials for meetings, overseeing office equipment and supply needs, and maintaining accurate records for extra teacher assignments, including logging and processing payments. In addition, this position is responsible for overseeing the district-wide Destiny library catalog system, supporting school library staff, maintaining accurate catalog data, and coordinating with the Library Technology Department to ensure consistent library services across schools. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. Department Overview The Teaching and Learning is responsible for designing, implementing, and evaluating the educational programs that are offered to students in the district. This division oversees the review, adoption, and implementation of curriculum, and the support and implementation of highly effective instructional strategies to deliver high-quality instruction. The department also works to ensure that all students receive an equitable education that meets their unique needs and helps them to achieve their full potential. This includes identifying and addressing achievement gaps, supporting the needs of students with disabilities, and providing resources and services to multilingual learners. In addition to curriculum and instruction, the teaching and learning department is responsible for overseeing the professional development of teachers and staff, ensuring that they have access to ongoing job-embedded coaching and professional learning that helps them to stay current on best practices and emerging trends in education. Job Summary The Administrative Secretary provides a wide variety of complex and confidential administrative and secretarial support to the assigned supervisor; provides coordination and oversight to department functions and procedures; 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: High school or equivalent Two (2) years of experience as a Secretary or Administrative Assistant Proficient in Microsoft Office Suite and experienced in using data-based software Valid driver's license and evidence of insurability 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. 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. Intermediate-level Microsoft Office Suite skills Experience in a K-12 education or public employment environment Spanish or other language proficiency, including the ability to read, write, speak, and understand Essential Functions & Responsibilities 1. Schedule a wide variety of activities (e.g., appointments, meetings, interviews, etc.) to make necessary arrangements for the assigned supervisor 2. Administer many departmental processes (e.g., budget, payroll, invoicing, payments, etc.) to organize assignments, monitor progress, and ensure completion within established guidelines 3. Enter and oversee purchase orders and all blanket purchase orders as needed for the department, including change orders and the end-of-year rollover process, in compliance with administrative guidelines 4. Coordinate a wide variety of projects, functions, and program components (e.g., meetings, in-service events, travel and accommodations, maintenance of SLC School District vehicles, etc.) to complete departmental responsibilities and deliver services in a timely fashion 5. 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.) 6. 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 7. Monitor a wide variety of activities on behalf of the assigned supervisor (e.g. program components, meeting arrangements, account balances, work order status, employee issues, etc.) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements 8. Evaluate situations (e.g., involving staff, the public, etc.) and take appropriate action, and direct to appropriate personnel for resolution 9. Represent the assigned supervisor in their absence, as needed 10. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders 11. Respond to a wide variety of inquiries from internal and external parties (e.g., staff, administrators, public agencies, etc.) to provide information, facilitate communication among parties, and provide direction 12. 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 13. Research a variety of topics (e.g., current practices, policies, education codes, State qualifications for employment, health inspections, etc.) to provide information and recommendations that address a variety of administrative requirements 14. Present information on administrative procedures (e.g., for a variety of departments, etc.) to ensure accurate and effective communication 15. Participate in meetings, workshops, and seminars, as assigned, to convey and gather information required to perform functions 16. Provide backup assistance to department administrative assistants and secretaries when necessary 17. Perform clerical functions as assigned (e.g., making copies, basic equipment maintenance, scanning, answering telephones, maintaining forms, etc.) 18. Orient new site personnel regarding appropriate district practices to assimilate new personnel into site operations effectively 19. Maintain inventories and order supplies and equipment to ensure items availability of items 20. Adapt to changing work priorities and work with frequent interruptions, as required 21. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively 22. As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds 23. Perform other related duties as assigned to ensure the efficient and effective function of the work unit Employee Supervisory Responsibilities No Work Environment & Physical Demands The usual and customary methods of performing the job's functions require the following physical demands: