Administrative Secretary - Salt Lake Center for Science Education

Contract (201 Day Calendar)
FTE: 1.0
Anticipated Start: November 21, 2022
Priority Screen Date: November 4, 2022

FLSA Status: Non-Exempt 
This position is benefits eligible
Starting wage: $31,999 annualized (49-M)

Purpose Statement

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

This position reports to the Principal or administrative designee.

Minimum Qualifications

1. High school diploma or equivalent
2. Minimum two years prior experience working as a Secretary or Administrative Assistant
3. Pass a criminal Justice Fingerprint/Background Clearance
4. Proficient in Microsoft Office Suite and cloud and web based software applications 
5. Operate standard office equipment
6. Ability to represent school professionally by using proper business telephone etiquette
7. 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

 Preferred Qualifications

1. Working knowledge of PowerSchool, Business Plus, Midas, and Kronos
2. Perform standard bookkeeping
3. Professional workplace etiquette and represent the department in a professional manner
4. Monitor and support projects
5. Prepare and maintain accurate records
6. Ability to learn and maintain school website
7. Perform basic math, including calculations using fractions, percentages, and/or ratios
8. Read and understand technical information
9. Demonstrated ability to compose a variety of documents
10. Ability to take minutes and accurately report them
11. Ability to maintain accurate records and payments for department's finances
12. Critical thinking/problem solving skills
13. Work with minimal supervision
14. Able to prioritize, meet deadlines, and take initiative in work assignments and duties
15. Spanish or other language proficiency, including ability to read, write, speak, and understand

 Essential Functions

1. Analyze data to provide support for several district departments
2. Assist a variety of departments (e.g. Admissions, Attendance, Counseling, etc.) in determining the type and complexity of student services to be offered
3. Compile data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, internet research, home school, McKinney Vento admissions, Medicaid, etc.) in preparing reports, making recommendations, and preparing information for assigned administrator
4. Coordinate a wide variety of documents, functions and/or program components (e.g. site workshops and seminars including language translation, Safe School processes, etc.) providing necessary implementation of student school choice
5. Create and maintain a variety of records (e.g. open enrollment, incident reports, web page updates, etc.) for school
6. Maintain a wide variety of manual and electronic documents, files, and records (e.g. Power School information, student data, financial records, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements
7. Manage processes (e.g. multiple budgets and schedules, etc.) 
8. Monitor assigned district activities (e.g. program components, etc.) by coordinating activities and ensuring compliance
9. Oversee the work activities within the office and the school by organizing office schedules and assignments, monitoring progress, and ensuring completion within established guidelines
10. Participate in a variety of meetings, workshops, and training by providing and receiving information, recording minutes, and supporting the needs of the attendees
11. Process a wide variety of documents and materials (e.g. admissions, safe-school, student rosters, etc.) by disseminating information, ensuring completion of department processes, and remain in compliance with administrative guidelines and regulatory requirements
12. Respond to a wide variety of inquiries from internal and external parties (e.g. administration, instructors, parents, departments, etc.) to provide information, facilitating communication among parties and providing direction
13. Support assigned administrative personnel to provide assistance with academic functions and responsibilities
14. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
15. Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines. 
16. Support a team environment by collaborating with own and other work units to effectively perform the duties of the position.
17. Adapt to changing work priorities and work with frequent interruptions.
18. Other duties as assigned.

Preferred Functions

1. 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.
2. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
3. As needed, roll, push, pull, bend, reach, stoop, and lift up to 30 pounds.

Working Environment

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.