Administrative Secretary - Teaching and Learning

About the job

Administrative Secretary Teaching and Learning

Position Details

Work Calendar: 242 Day

FTE: 1.0 (40.0 Hours per Week)

Contract Status: Contract

FLSA Status: Non- Exempt

Reports To: Assigned Administrative Designees

Starting Wage: $ 47,091 annually

Salary Schedule/Lane: 48/H

Benefits: Eligible

Anticipated Start Date: 11/2/2026

Priority Screen Date: 10/19/2026

Positions Available: One (1) Vacancy

JOB SUMMARY

The Administrative Secretary –Teaching and Learning provides a wide variety of complex and confidential administrative and secretarial support to administrators and teachers on special assignment in different academic areas and offices. The position will effectively communicate with parents, students, teachers, and school administrators; coordinate and oversee department functions and procedures; have oversight of site programs and activities; and ensure efficient implementation of assigned functions. This position will report to multiple assigned supervisors in the department and will also support their respective team members as appropriate.

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 equivalent

• Minimum two (2) years experience working as a Secretary or Administrative Assistant

• Basic experience and proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and experience using data based software

• Valid Driver’s License and evidence of insurability with dependable/reliable access to transportation

• Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English

• Experience operating standard office equipment, including computer, phone, scanner, fax, and copy machines

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.

• Experience using PowerSchool, Business Plus, SmartFind Express, and Kronos or similar programs

• Advanced experience working in cloud-based applications, including securely sharing files in OneDrive, collaborating on web-based documents, and experience with Microsoft Teams

• Experience with calendaring programs to schedule meetings with multiple people and set reminders for self and others about upcoming events

• Experience preparing and supporting meetings, taking accurate minutes, preparing and supporting professional development sessions, or other large professional events

• Experience maintaining a website and other public-facing communications

• Advanced proficiency in Microsoft Office Word, and Excel, including the ability to use spreadsheets efficiently, produce graphs and tables, perform calculations, and automation to process large amounts of data, and merge data into other documents

• Experience performing standard bookkeeping

• Demonstrated ability to speak, read, and write professionally, using a formal tone and formatting that is appropriate for work emails, letters, and business documents (e.g., sole source, MOUs)

• Experience using data collectors such as Microsoft Office Forms, Qualtrics, Survey Monkey, etc.,

• Spanish or other language proficiency, including ability to read, write, speak, and understand

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Oversee the work activities within the department and office to organize the schedule and assignments, monitor progress, and ensure completion within established guidelines

• Compile data from a wide variety of sources (e.g., MS Office Forms, timesheets, calendars, expenditures/budget, internet research, etc.) to analyze data, prepare reports, make recommendations, and prepare information for assigned supervisors and district offices

• Perform standard bookkeeping, including monitoring expenditures and encumbrances using information from accounting software, and maintain accurate records

• Utilize Excel spreadsheets efficiently to produce graphs and tables, perform calculations, and automation to process large volumes of data, and merge data into other documents

• Create and maintain a variety of records and process documents to build systems for workflow

• Maintain a wide variety of manual and electronic documents, web-based documents, files, and records, (e.g., budget data, PowerSchool information, financial records, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines

• Process a wide variety of documents and materials to disseminate information, ensure completion of department processes, and remain in compliance, with administrative guidelines and regulatory requirements for Federal and state programs and grants

• Learn and use specific technology, cloud-based applications, (OneDrive, Teams Ability, MS Office forms, PowerSchool, Business Plus, MIDAS, SmartFind Express, Kronos, learning management systems - Canvas, Google Classroom, registration, and records software - MIDAS, KickUp, and University registration systems, etc.) as required by supervisors to support the department

• Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders

• Respond to various inquiries from internal and external stakeholders (e.g., administrators, teachers, parents, departments, etc.) to provide information and facilitate communication among parties

• Participate in meetings, workshops, and seminars, as assigned to convey, and gather information required to perform functions

• Maintain equipment inventory, including digital component and account licenses if appropriate

• Coordinate large materials orders with multiple schools and place orders annually

• Support a team environment by collaborating with own and other work units to effectively perform the duties of the position, including collaborating in peak time to support smooth office functions throughout the department

• Work under limited supervision, utilizing time management and prioritization strategies, accurately processing detailed information, and meeting deadlines

• Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English including grammar and punctuation; listen to and understand information and ideas presented verbally or in writing

• Adapt to changing work priorities and work with frequent interruptions, as required

• Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit

• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively

EMPLOYEE SUPERVISORY RESPONSIBILITIES: No

WORK ENVIRONMENT & PHYSICAL DEMANDS: Administrative Secretary - Physical Demands Form

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

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, 440 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.