Maintenance Administrative Assistant

About the Employer

Administrative Assistant - Maintenance Services

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:

High school or equivalent Minimum of two (2) years of experience as a secretary or administrative assistant Proficient in Microsoft Office Suite and experienced using data-based software Valid driver's license and evidence of insurability Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications Ability to operate standard office equipment, computer, phone, copy, and fax machine, 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.

Intermediate-level Microsoft Office Suite skills Experience in a K-12 education or public employment environment Spanish or other language proficiency, including ability to read, write, speak, and understand

Essential Functions & Responsibilities

Schedule and Coordinate Activities

Schedule a wide variety of activities (e.g., appointments, meetings, interviews, etc.) to make necessary arrangements for the assigned supervisor.
Administer many departmental processes (e.g., budget, payroll, invoicing, payments, etc.) to organize assignments, monitor progress, and ensure completion within established guidelines.

Purchase Orders and Blanket Purchase Orders

Enter and oversee purchase orders and all blanket purchase orders as needed for the department including change orders and end-of-year rollover process in compliance with administrative guidelines.

Project Coordination

Coordinate a wide variety of projects, functions, and program components (e.g., meetings, in-service events, travel and accommodations, maintenance of SLC School District vehicles, etc.) to complete departmental responsibilities and deliver services in a timely fashion.

Reports and Correspondence

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 department, district, and state, etc.).

Data Analysis and Research

Compile and analyze data from a wide variety of sources (e.g., time sheets, calendars, expenditures/budget, etc.) to prepare reports, make recommendations, and prepare information for the assigned supervisor.
Research a variety of topics (e.g., current practices, policies, education codes, safety inspections, etc.) to provide information and recommendations that address a variety of administrative requirements.

Document Management

Maintain a wide variety of manual and electronic documents, files, and records (e.g., budget data, employee records, financial records, etc.) to provide up-to-date information, completion of processes, and historical reference in accordance with established administrative guidelines and legal requirements.

Monitoring Activities

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.

Evaluating Situations

Evaluate situations (e.g., involving staff, the public, etc.) and take appropriate action and direct to appropriate personnel for resolution.

Representing Supervisor

Represent assigned supervisor in their absence, as needed.

Communication and Inquiries

Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
Respond to a wide variety of inquiries from internal and external parties (e.g. staff, administrators, public agencies, etc.) to provide information, facilitate communication among parties, and provide direction.

Meetings and Presentations

Participate in meetings, workshops, and seminars, as assigned to convey, and gather information required to perform functions.
Present information on administrative procedures (e.g., for a variety of departments, etc.) to ensure accurate and effective communication.

Secondary Coverage

Provide secondary coverage for the Rental Coordinator in their absence; oversee school rentals (e.g., coordinating availability, invoicing, payments, school space website).

Backup Assistance

Provide backup assistance to department administrative assistants and secretaries as needed.

Orientation and Training

Orient new site personnel regarding appropriate district practices to assimilate new personnel into site operations effectively.

Clerical Functions

Perform clerical functions as assigned (e.g., making copies, basic equipment maintenance, scanning, answering telephones, maintaining forms, etc.).
Maintain inventories and order supplies and equipment to ensure items availability.

Adaptability and Attendance

Adapt to changing work priorities and work with frequent interruptions, as required.
Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.

Physical Demands

Perform other related duties as assigned to ensure the efficient and effective function of the unit. Follows the maintenance services dress code.

Employee Supervisory Responsibilities: No

Work Environment & Physical Demands:

Administrative Assistant - 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 Human Resource Services - Salt Lake City Schools (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 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.