School Front Office Secretary & Records Coordinator

American Preparatory Academy; West Valley City (UT); On-site; USD 34,000 - 42,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

401(k) Match

Paid Time Off

Job summary

American Preparatory Academy in West Valley City, UT is seeking a Front Office Secretary to support daily office operations with clerical and administrative tasks. The role involves document preparation, calendar management, and welcoming visitors.

Responsibilities include preparing reports, coordinating meetings, maintaining files, handling payments, and assisting with registrar duties. Some training of staff may be required, with possible overtime for events like conferences and graduations.

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with the ability to meet deadlines.
• Strong understanding of office methods, procedures, and equipment.
• Ability to learn, interpret, and apply policies and procedures.
• Ability to type at least 60 WPM.
• Proficient with Microsoft Office Suite or related software.
• Ability to work effectively with students, families, staff, and administration.
• Ability to work independently while also working effectively as part of a team.

Responsibilities

• Perform a broad variety of intermediate-level clerical and administrative tasks to support the office and assigned staff.
• Prepare office documents, memoranda, reports, correspondence, and other materials as directed.
• Prepare formal business communications, recurring reports, and similar correspondence; obtain signatures as necessary.
• Schedule and coordinate meetings and conferences for assigned staff and maintain department or individual calendars.
• Take notes, minutes, or other documentation as directed.
• Maintain and organize office files and records.
• Greet and welcome visitors and answer and direct phone calls.
• Collect fees and payments as needed and provide receipts and records for monetary transactions.
• Respond to inquiries and assist with resolving complaints in a professional manner.
• Collaborate with other departments to complete office functions.
• May train and oversee the work of lower-level clerks and temporary help.
• May assist with graduation coordination, room/building scheduling, and registrar responsibilities.
• May be required to stay for Parent Teacher Conferences, New Family Meetings, Celebration of Excellence Meetings, and High School Graduation.
• Other duties as assigned.

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Organizational skills

Time management

Typing speed

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office

Job description

American Preparatory Academy in West Valley City, UT is seeking a Front Office Secretary to support daily office operations with clerical and administrative tasks. The role involves document preparation, calendar management, and welcoming visitors.

Responsibilities include preparing reports, coordinating meetings, maintaining files, handling payments, and assisting with registrar duties. Some training of staff may be required, with possible overtime for events like conferences and graduations.