Salt Lake City School District (SLCSD)

Administrative Assistant – Executive Director

Contract (242 Day Calendar)
FTE: 1.0
Anticipated Start: April 10, 2023
Priority Screen Date: April 3, 2023
FLSA Status: Non-Exempt
This position is benefits eligible
Starting wage: $45,601 annually (48-B)

Purpose Statement

The Administrative Assistant – Executive Director provides a wide variety of complex and confidential administrative and secretarial support; organizes and maintains official records, handles confidential documents, monitors department budgets; provides coordination and oversight to department functions and procedures; ensures efficient implementation of assigned functions.

This position reports to the Executive Director of Teaching and Learning.

Minimum Qualifications

• High school diploma or equivalent
• Ability to pass a fingerprint and criminal background check
• Three (3) years of experience working as a Secretary or Administrative Assistant
• Advanced proficiency in Microsoft Office Word and Excel
• Proficient in cloud-based applications such as Office 365
• Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications with minimal errors in grammar
• Ability to operate standard office equipment; phone, copy and fax machines etc.

Preferred Qualifications

• Experience using Business Plus and PowerSchool
• Experience using Canvas
• Experience performing standard bookkeeping
• Spanish or other language proficiency, including ability to read, write, speak, and understand

Essential Functions

• Adapt to changing work priorities and work with frequent interruptions, as required.
• Administer many departmental processes (e.g. scheduling support to various offices in the department based on workload; travel requests; overseeing interview processes; review documents prior to approval; keys and badge access; visitor and employee visits to office, etc.).
• Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
• Compile and analyze data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, purchase orders, purchase requisitions, VISA card purchases, subscriptions, registrations, etc.) to prepare reports, make recommendations and prepare information.
• Coordinate a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel, and accommodations, etc.).
• Evaluate situations involving staff, the public, etc. and take appropriate action and/or direct to appropriate personnel for resolution.
• Maintain a wide variety of manual and electronic documents, files and records (e.g. budget data, employee records, financial records, etc.).
• Maintain inventories and orders supplies and equipment to ensure items’ availability.
• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
• Monitor a wide variety of activities on behalf of assigned Administrator (e.g. private schools coordination, endorsement programs, 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.
• Orient new site personnel regarding appropriate district practices to effectively assimilate new personnel into site operations.
• Participate in meetings, workshops, seminars, as assigned for the purpose of conveying and/or or gathering information required to perform functions.
• 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 district and state, etc.)
• Present information on administrative procedures (e.g. for a variety of processes within the assigned department, etc.).
• Respond to a wide variety of inquiries from internal and external parties (e.g. staff, parents, employees, applicants, public agencies, etc.) to provide information, facilitate communication among parties and provide direction.
• Schedule a wide variety of activities (e.g. appointments, meetings, interviews, availability of interpreters, etc.) to make necessary arrangements for assigned administrator and efficient utilization of personnel, equipment and facilities.
• 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.
• Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines.
• As needed, roll, push, pull, bend, reach, stoop, and lift up to 30 pounds.
• Other duties as assigned.

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.