Administrative Secretary - Teaching and Learning

Work Calendar: 242

FTE: 1.0 40.0 Hours per Week)

Contract Status: Contract

FLSA Status: Non Exempt

Reports To: Executive Director Teaching & Learning or Administrative Designee

Starting Wage: $42032 annually

Salary Schedule/Lane: 48/M/01

Benefits: Eligible

Anticipated Start Date: 05/19/2025

Priority Screen Date: 04/23/2025

Positions Available: 1

Position Open Until Filled

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 addition this position is responsible for overseeing the districtwide 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 highquality 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 multilanguage 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 jobembedded 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 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:

1. High school or equivalent
2. Two 2 years of experience as a Secretary or Administrative Assistant
3. Proficient in Microsoft Office Suite and experienced using databased software
4. Valid drivers license and evidence of insurability
5. Speak read write and present professionally analyze and interpret English written and verbal communications
6. Ability to operate standard office equipment phone copy and scanner machines etc.

PREFERRED QUALIFICATIONS

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

1. Intermediatelevel Microsoft Office Suite skills
2. Experience in a K12 education or public employment environment
3. Spanish or other language proficiency including 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 endofyear rollover process in compliance with administrative guidelines
4. Coordinate a wide variety of projects functions and program components (e.g. meetings inservice 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 nonconfidential nature (e.g. letters memorandums meeting minutes periodic and adhoc 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 uptodate 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
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 jobs 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 80 sitting 10 walking and 10 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 or call.

NonDiscrimination 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 84340 You may also contact the Office for Civil Rights Denver CO.