Administrative Secretary - Registrar

Work Calendar: 242

FTE: 1.0 (40 Hours per Week)

Contract Status: Contract

FLSA Status: Non- Exempt

Reports To: Principal or Administrative Designee

Starting Wage: $43,730 annually

Salary Schedule/Lane: 48/M

Benefits: Eligible

Anticipated Start Date: 10/10/2026

Priority Screen Date: 09/20/2026

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Positions Available: 1

Position Open Until Filled

JOB SUMMARY

The Administrative Secretary - Registrar provides a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; provides effective communication with parents, students, and school administration; maintains student records and files, assists with required activities in the guidance department, oversees assigned site programs and activities; maintains automated student information system, and ensuring 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 or equivalent
2. Minimum of two (2) years of experience as a Secretary or Administrative Assistant
3. Proficient in Microsoft Office Suite, PowerPoint, Word, Excel, Office 365, and MS Forms
4. Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
5. Ability to operate standard office equipment, computer, phone, copy, and fax machine, 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.

1. Experience using PowerSchool, Business Plus, and Kronos
2. Experience performing standard bookkeeping
3. Experience maintaining the department website and other public-facing communications
4. Experience preparing and supporting meetings, taking accurate minutes
5. Proficiency in another language including the ability to read, write, speak, and understand

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Performs enrollment and withdrawal activities on the automated student information system and prepares and maintains permanent student records and cumulative folders for all students to ensure compliance with financial, legal, state, or federal requirements
2. Reviews established guidelines in evaluating incoming student transcripts to ensure their conformance with district grading, curriculum, and course credit systems
3. Process a wide variety of documents and materials (e.g., student registration, 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
4. Create and maintain a wide variety of manual and electronic documents, files, and records (e.g., grades, transcripts, student data, alumni data, Title I documentation, student enrollment records, etc.) to provide up-to-date information and historical reference under established administrative guidelines and legal requirements for the Guidance office and student records
5. Prepare a wide variety of reports, documents, and correspondence of a 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
6. Analyze data and research a variety of topics (e.g., current practices, policies, education codes, required enrollment processes, etc.), using basic math calculations, fractions, percentages, or ratios, to provide support and recommendations that address a variety of school sites, district departments, and requirements
7. Compile data from a wide variety of sources (e.g., student records, calendars, expenditures/budget, internet research, truancy reports, etc.) to prepare reports, make recommendations, and prepare information for the assigned administrator
8. Supports assigned administrative personnel to assist with academic functions and responsibilities
9. Work with budgets and maintain accurate financial records and payments for school finances
10. Assist a variety of departments (e.g., guidance office, etc.) in determining the type of complexity of student services to be offered
11. Process assigned work activities (e.g., ordering diplomas and certificates, etc.) by prioritizing schedules and assignments, monitoring processes to ensure competition within established guidelines
12. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholders
13. 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
14. Maintains school website and provides frequent updates for activities and announcements
15. Participate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functions
16. Take and transcribe minutes for department meetings to provide accurate recording of events
17. Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
18. Work under limited supervision utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlines
19. Adapt to changing work priorities and work with frequent interruptions, as required
20. As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds
21. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
22. Perform other related duties as assigned to ensure the efficient and effective functioning 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:  some lifting up to 30 pounds, rolling, carrying, pushing, pulling, stooping, kneeling, crouching, 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.

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 Human Resource Services – Salt Lake City School District (slcschools.org) or call 801-578-8340.

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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, 406 East 100 South, Salt Lake City, Utah 84111, (801) 578-8340 You may also contact the Office for Civil Rights, Denver, CO, (303) 844-5695.