Position: Administrative Secretary - West High 716
Administrative Secretary
The Administrative Secretary – Department/School provides a wide variety of complex and confidential administrative and secretarial support to the 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. The two vacancies are further described as follows:
Purchasing and Distribution Secretary will coordinate purchasing, inventory, and distribution services; manage supply orders and budgets, student computers, One Card services, textbooks, and instructional materials; and oversee printing, copying, laminating, and equipment maintenance.
Extracurricular Activities Secretary will support events, athletics, student activities, clubs, travel, fundraising, and volunteers; assist with scheduling, transportation, communications, budgets, records, and compliance requirements; and work with events, coaches, students, families, and the Athletic Director
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 diploma or equivalentTwo years' experience working as a secretary or administrative assistantBasic experience and proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and experience using data-based softwareSpeak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in EnglishExperience operating standard office equipment, including phone, scanner, and copy machinesPreferred 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.
Experience using Power School, Business Plus, and KronosExperience performing standard bookkeepingExperience in maintaining a websiteExperience in taking meeting minutesSpanish or other language proficiency, including the ability to read, write, speak, and understandEssential Functions & Responsibilities
Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholdersCompile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for the assigned supervisor/administratorSupport office operations and academic processes (e.g., attendance and registration, monitor secure entrances and exits, monitor cameras, etc.)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 requirementsFulfill daily office processes for efficient site operation (e.g., daily reports, answer phones, greet visitors, etc.)Create and maintain accurate records, including confidential files and recordsParticipate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functionsPrepare 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 complianceProcess 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 requirementsResearch 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 requirementsRespond 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 directionSchedule 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 the assigned administratorSupport a team environment by collaborating with own and other work units to effectively perform the duties of the positionWork under limited supervision, utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlinesAdapt to changing work priorities and work with frequent interruptions, as…
