Administrative Secretary - Mountain View Elementary

Contract (201 Day Calendar)
FTE: 1.0 (40 hours per week)
Anticipated Start:
Priority Screen Date: May 4, 2023 at close of business

FLSA Status: Non-Exempt
This position is benefits eligible
Starting wage: $34,459 per year (49-H)

Purpose Statement

The job of Administrative Secretary – Elementary is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; conveying information regarding department/district functions and procedures; coordinating academic processes; ensuring efficient operation of support functions, including fiscal monitoring; and coordinating assigned projects and district/site activities/programs.

This position reports to the Principal or administrative designee.

Minimum Qualifications

• High school or equivalent
• Ability to pass a fingerprint and criminal background check
• Three (3) years of job-related experience, working as a secretary or administrative assistant
• Proficient in Microsoft Office Suite and experienced using data-based software
• Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
• Ability to operate standard office equipment; phone, copy and fax machines etc.
• Ability to work with budgets and maintain accurate records, financial records, and payments for school finances
• Ability to represent school professionally by using proper business telephone etiquette
• Communicate effectively and efficiently with diverse groups of people while maintaining confidentiality and positive working relationships with supervisors, co-workers, parents, and other district employees
• Bi-lingual Spanish, including ability to read, write, speak, and understand

Preferred Qualifications

• Working knowledge of PowerSchool, Business Plus, and Kronos
• Ability to perform standard bookkeeping
• Ability to perform basic math, including calculations using fractions, percentages, and/or ratios
• Ability to compose a variety of documents
• Ability to take minutes and accurately report them
• Ability to maintain accurate records
• Professional workplace etiquette and represent the school in a professional manner
• Monitor and support projects
• Critical thinking/problem solving skills

Essential Functions

• Analyze data to provide support for student interventions
• Assist a variety of departments in determining the type and complexity of student services to be offered
• Compile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for assigned administrator and MTSS/RJ Team
• Coordinate a wide variety of documents, functions and/or program components (e.g. site workshops and seminars including language translation, registration and enrollment processes, etc.)
• Maintain a wide variety of manual and electronic documents, files, and records, including school budget data, to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements
• Perform enrollment and withdrawal activities on the automated student information system and prepares and maintains permanent student record and cumulative folders for all students for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Creates and maintains a variety of records (e.g. Title I, student enrollment, etc.) for the purpose of maintaining necessary academic records
• Coordinates with other staff (e.g. night school, calendar, schedules, daily announcements, custodians, nurse, etc.) for the purpose of completing assigned duties accurately and in a timely manner
• Manage school-based ten-day withdrawal process
• Process a wide variety of documents and materials by disseminating information, ensuring completion of department processes, and in compliance with administrative guidelines and regulatory requirements
• Review established guidelines in evaluating incoming student transcripts for the purpose of ensuring their conformance with district grading, curriculum and course credit systems
• Supports assigned administrative personnel to provide assistance with academic functions and responsibilities
• Learn and maintain school website
• Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
• Participate in meetings, workshops, seminars, as assigned for the purpose of conveying and/or or gathering information required to perform functions.
• Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines.
• Prepares 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.) for the purpose of documenting activities and educational requirements, providing written reference, and ensuring compliance
• Support a team environment by collaborating with own and other work units to effectively perform the duties of the position.
• Responds to a wide variety of inquiries from internal and external parties (e.g. administration, instructors, parents, other district departments, State of Utah, etc.) for the purpose of providing information, facilitating communication among parties and providing direction
• Adapt to changing work priorities and work with frequent interruptions, as required.
• 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.
• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
• As needed, roll, push, pull, bend, reach, stoop, and lift up to 30 pounds.
• Support student health needs and plans
• Oversee the role and function of other office staff
• Other duties as assigned for the purpose of ensuring and efficient and effective work environment

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.