Administrative Services Director jobs in Utah

JOB DESCRIPTION

Salt Lake City School District (SLCSD)

Administrative Assistant to the Executive Directive Director of Auxiliary Services

Contract (242 Day Calendar)
FTE: 1.0
Anticipated Start: August 15, 2022
Priority Screen Date: August 1, 2022

FLSA Status: Non-Exempt
This position is benefits eligible
Starting wage: $45,601 annualized (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, prepares correspondence, receives and greets visitors, monitors department budget; provides coordination and oversight to department functions and procedures; ensures efficient implementation of assigned functions.

This position reports to the Executive Director.

Minimum Qualifications

1. High school diploma or equivalent
2. Ability to pass a fingerprint and criminal background check
3. 2 years of experience working as a Secretary or Administrative Assistant
4. Proficient in Microsoft Office Suite and experienced using data-based software 
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 fax machines etc.

Preferred Qualifications

1. Experience using Business Plus and PowerSchool
2. Experience performing standard bookkeeping
3. Knowledge of HR programs and processes
4. Spanish or other language proficiency, including ability to read, write, speak, and understand

Essential Functions

1. Adapt to changing work priorities and work with frequent interruptions, as required.
2. Administer many departmental processes (e.g. interviews, payroll, visitor and employee visits to office, directing to appropriate officials and departments, salary schedules, personnel file review, etc.)
3. Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment
4. Assists with district operations (e.g. agendas, notes, etc.) to ensure accurate completion of district guidelines and regulations
5. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
6. 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 for assigned administrator
7. Coordinate a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel, and accommodations, etc.).
8. Evaluate situations involving staff, the public, etc. and take appropriate action and/or direct to appropriate personnel for resolution
9. Maintain a wide variety of manual and electronic documents, files and records (e.g. budget data, employee records, financial records, capital project reports, etc.)
10. Maintain inventories and orders supplies and equipment to ensure items’ availability
11. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
12. Monitor a wide variety of activities on behalf of assigned Administrator (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
13. Orient new site personnel regarding appropriate district practices to effectively assimilate new personnel into site operations
14. Oversee a variety of Department processes (e.g. travel requisitions and reservations, applications in PAT, employee replacement badges, security and capital projects, etc.)
15. Participate in meetings, workshops, seminars, as assigned for the purpose of conveying and/or or gathering information required to perform functions.
16. Prepare a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, department calendar, periodic and ad-hoc reports for district and state, Labor Law Posters, etc.)
17. Present information on administrative procedures (e.g. for a variety of processes within the assigned department, etc.)
18. Research a variety of topics (e.g. current practices, policies, building codes, etc.) to provide information and recommendations that address a variety of administrative requirements
19. 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
20. Schedule a wide variety of activities (e.g. appointments, meetings, interviews, , etc.) to make necessary arrangements for assigned administrator and efficient utilization of personnel, equipment and facilities
21. 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.
22. Support a team environment by collaborating with own and other work units to effectively perform the duties of the position.
23. Supports assigned administrative personnel (e.g. scheduling, coordinating, maintaining calendar and appointments, monitoring, reconciliation and maintaining budgets and records, screening calls, opening and reading mail, developing requisitions, monitoring standard purchase orders, etc.) for the purpose of providing assistance with their administrative functions and responsibilities
24. Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines.
25. As needed, roll, push, pull, bend, reach, stoop, and lift up to 30 pounds.
26. 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.