Administrative Assistant - Maintenance Services

Salt Lake City School District; Salt Lake City (UT); On-site; USD 43,000 - 58,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

The Salt Lake City School District seeks an Administrative Assistant to provide complex and confidential support to the assigned supervisor. The role coordinates department functions, ensures efficient implementation of tasks, and acts as a liaison to staff and stakeholders.

The position requires strong secretarial skills, proficiency in MS Office, and the ability to manage diverse documents, reports, and communications while maintaining confidentiality and professional demeanor.

Qualifications

• Background check required before employment.
• High school diploma 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 in English.

Responsibilities

• Schedule a wide variety of activities for the assigned supervisor.
• Administer departmental processes (budget, payroll, invoicing, payments).
• Enter and oversee purchase orders and blanket orders; manage change orders and year-end rollover.

Skills

Microsoft Office Suite

English proficiency

Background check

Driver's license

Education

High school or equivalent

Tools

Secretarial/administrative software

Job description

• Reports To: Supervisor Maintenance Services
• Work Calendar: 242
• FTE: 1.0 (40.0 Hours per Week)
• Contract Status: Contract
• FLSA Status: Exempt

• Starting Salary: $50,754
• Salary Schedule/Lane: 48/C/ 01
• Benefits: Eligible
• Anticipated Start Date: 10/10/2026
• Priority Screen Date: 09/21/2026

Positions Available: 1

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 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
• 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
• 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
• 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.)
• Compile and analyze data from a wide variety of sources (e.g., time sheets, calendars, expenditures/budget, etc.) to prepare reports, make recommendations, and provide 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
• 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
• 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
• Evaluate situations (e.g., involving staff, the public, etc.) and take appropriate action and direct to appropriate personnel for resolution
• Represent assigned supervisor in their absence, as needed
• 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
• 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
• Provide secondary coverage for the rental coordinator in their absence; oversee school rentals (e.g., coordinating availability, invoicing, payments, School Space website)
• Provide backup assistance to department administrative assistants and secretaries as needed
• Orient new site personnel regarding appropriate district practices to assimilate new personnel into site operations effectively
• 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
• Adapt to changing work priorities and work with frequent interruptions, as required
• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
• As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds
• 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 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, [phone] You may also contact the Office for Civil Rights, Denver, CO, [phone].