Administrative Secretary - West High School

About the role

Two Administrative Secretary positions are available, each supporting distinct department functions:

• Purchasing and Distribution Secretary: coordinate purchasing, inventory, and distribution services; manage supply orders and budgets, student computers, OneCard services, textbooks, and instructional materials; oversee printing, copying, laminating, and equipment maintenance.
• Extracurricular Activities Secretary: support events, athletics, student activities, clubs, travel, fundraising, and volunteers; assist with scheduling, transportation, communications, budgets, records, and compliance requirements; work with events, coaches, students, families, and the Athletic Director.

Minimum required qualifications

• High school diploma or equivalent
• Two 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 database software
• Ability to speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English
• Experience operating standard office equipment, including phone, scanner, and copy machines
• Must be fingerprinted and successfully pass a criminal background check

Preferred qualifications

• Experience using PowerSchool, Business Plus, and Kronos
• Experience performing standard bookkeeping
• Experience maintaining a website
• Experience taking meeting minutes
• Proficiency in Spanish or another language, including the ability to read, write, speak, and understand

Responsibilities

• Communicate effectively with diverse individuals and groups while maintaining confidentiality and building positive working relationships
• Compile data from a wide variety of sources to aid in preparing reports, making recommendations, and preparing information for the assigned supervisor/administrator
• Support office operations and academic processes (e.g., attendance and registration, monitor secure entrances and exits, monitor cameras)
• Create and maintain a wide variety of manual and electronic documents, files, and records (e.g., student data, attendance records, Title I documentation, student enrollment records) to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements
• Fulfill daily office processes for efficient site operation (e.g., daily reports, answer phones, greet visitors)
• Create and maintain accurate records, including confidential files and records
• Participate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functions
• Prepare 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) to document activities, meet educational requirements, provide written reference, and ensure compliance
• Process a wide variety of documents and materials (e.g., student registration, attendance, Title I and other academic processes) to disseminate information, ensure completion of department processes, and remain in compliance with administrative guidelines and regulatory requirements
• Research a variety of topics (e.g., current practices, policies, required enrollment and attendance processes) to provide information and recommendations that address a variety of school site or district requirements
• Respond to a wide variety of inquiries from internal and external parties (e.g., administration, faculty, parents, State of Utah) to provide information, facilitate communication, and provide direction
• Schedule and assist in the preparation of a wide variety of activities (e.g., appointments, meetings, seminars, welcoming new staff) to make necessary arrangements for the assigned administrator
• Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
• Work under limited supervision, utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlines
• 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

Pay

$36,321 annually, Step 48/M on the salary schedule.

Schedule

Full-time, 1.0 FTE (40 hours per week), 201 days over 10 months. Anticipated start date: September 28, 2026.