Work Calendar: 242

FTE: 1.0 (40.0 Hours per Week)

Contract Status: Contract

FLSA Status: Non- Exempt

Reports To: Supervisor, Community Education

Starting Wage: $42,032 annually

Salary Schedule/Lane: 48/M/01

Benefits: Eligible

Anticipated Start Date: 01/27/2025

Priority Screen Date:  01/09/2025

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 Positions Available: 1

Position Open Until Filled

The Administrative Assistant to the Community Education role is a dynamic position that combines administrative, program support, and community outreach responsibilities. The position plays a key role in the day-to-day operations of the Community Education - Afterschool Programs, which provide a range of enrichment experiences to support our students. The Administrative Assistant will answer phone calls, process tuition payments, manage program needs, student registration and update student databases.

In addition, the role involves recruiting and hiring of staff, onboarding new team members, and preparing trainings and presentations on a variety of topics to diverse audiences. This position will also provide support to After-School Program personnel and partners and may assist in preparing written materials and promotional materials such as flyers, brochures, and meeting agendas. Additionally, this role will provide backup assistance when a program site staff member is unavailable and step in to cover to ensure continuity in program delivery to our students.

The ideal candidate will demonstrate organizational problem-solving skills, be proactive in addressing challenges, and have experience working with diverse populations in community outreach and educational settings.

JOB SUMMARY

The Administrative Assistant provides a wide variety of complex and confidential administrative and secretarial support to assigned supervisor; provides coordination and oversight to department functions and procedures; ensures efficient implementation of assigned functions.

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:

1. High school or equivalent
2. Two (2) years of experience as a Secretary or Administrative Assistant
3. Proficient in Microsoft Office Suite and experienced using data-based software
4. Valid driver’s license and evidence of insurability
5. Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
6. Ability to operate standard office equipment, computer, phone, copier, and scanner machines, etc.

 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.

1. Bachelor’s Degree in education, social work, or another related field
2. Intermediate-level Microsoft Office Suite skills (e.g. desktop publishing, and Excel)
3. Experience in a K-12 education or public employment environment
4. Experience in and knowledgeable of age-appropriate activities, stages of child development, Individual Education Plans (IEP), and concepts of learning
5. Current Utah Department of Health Food Handler’s permit or ability to obtain one within 3 months of employment
6. Spanish or other language proficiency, including ability to read, write, speak, and understand

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Schedule a wide variety of activities (e.g., appointments, meetings, interviews, etc.) to make necessary arrangements for the assigned supervisor
2. Administer many departmental processes (e.g., student registration, collects tuition, prepares, and distributes monthly program billings, maintains, and updates student information database, mailing lists, budget, payroll, invoicing, payments, etc.) to organize assignments, monitor progress, and ensure completion within established guidelines
3. Enter and oversee district transactions (e.g. purchase orders, all blanket purchase orders, timesheets, requisitions, petty cash reimbursements, printing and workorders) as needed for the department to ensure compliance with administrative guidelines
4. Coordinate a wide variety of projects, functions, and program components (e.g., personnel recruitment and onboarding of new staff members, facilitate staff trainings, in-service events, etc.) to complete departmental responsibilities and deliver services in a timely fashion
5. Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., promotional materials, flyers, brochures, letters, memorandums, meeting agendas, periodic and ad-hoc reports for department, district, and state, etc.)
6. Maintain a wide variety of manual and electronic documents, files, and records (e.g., monitor and maintain staff training records, budget data, employee records, financial records, student records, etc.) to provide up-to-date information, completion of processes, and historical reference in accordance with established administrative guidelines and legal requirements
7. Monitor a wide variety of activities on behalf of the assigned supervisor (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
8. Evaluate situations (e.g., involving staff, the public, etc.) and take appropriate action and direct to appropriate personnel for resolution
9. Represent assigned supervisor in their absence, as needed
10. Communicate effectively with diverse individuals and groups of people while maintaining the confidentiality and building positive working relationships with employees and stakeholders
11. Respond to a wide variety of inquiries in person or by telephone from internal and external parties (e.g. families, schools, community stakeholders, staff, administrators, public agencies, etc.) to provide information, facilitate communication among parties, and provide direction
12. Compile and analyze data from a wide variety of sources (e.g., timesheets, calendars, expenditures/budget, etc.) to prepare reports, make recommendations, and prepare information for the assigned supervisor
13. Research a variety of topics (e.g., current practices, policies, education codes, State qualifications for employment, health inspections, etc.) to provide information and recommendations that address a variety of administrative requirements
14. Present information on administrative procedures (e.g., new hire information, program procedures, department information, etc.) to ensure accurate and effective communication and to gain feedback or make recommendations regarding services
15. Participate in meetings, workshops, and seminars, as assigned to convey, and gather information required to perform functions
16. Provide backup assistance for onsite staff, department administrative assistants and secretaries when necessary
17. Perform clerical functions as assigned (e.g., making copies, basic equipment maintenance, scanning, answering telephones, maintaining forms, etc.)
18. Onboard new site personnel regarding appropriate district practices to assimilate new personnel into site operations effectively
19. Maintain inventories and order supplies and equipment to ensure items availability
20. Adapt to changing work priorities and work with frequent interruptions, as required
21. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
22. As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds
23. Perform other related duties as assigned to ensure the efficient and effective function of the work unit

EMPLOYEE SUPERVISORY RESPONSIBILITIES: No

WORK ENVIRONMENT & PHYSICAL DEMANDS

The usual and customary methods of performing the job’s functions require the following physical demands:  some lifting up to 30 pounds, rolling, carrying, pushing, pulling, stooping, kneeling, crouching, crawling, and significant fine finger dexterity.  Generally, the job requires 80% sitting, 10% walking, and 10% standing.  This job is performed in a generally clean and healthy environment.

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

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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, 406 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.