Assistant Secretary Jobs in Alpine, UT (NOW HIRING)

Administrative Assistant - Business Administrator
250 Day Contract, Lane 16
Hours a day: 8
Salary: $56,920 - $79,920  Depending on qualifications and experience.
Contact Information:

• Name: Jason Sundberg
• Phone: 385-579-5003
• Email: jsundberg@timpsd.org

Purpose Statement 

The job of ADMINISTRATIVE ASSISTANT-BUSINESS ADMINISTRATOR is done for the purpose/s of providing complex and confidential administrative and secretarial support to assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions;  coordinating assigned projects and site activities; providing general support and assistance to the assigned  administrator(s) in implementing District/Board management functions. This position will also work with the Finance Team, working closely with accounting, cash management, and budgets.

This job is distinguished from similar jobs by the following characteristics: This is a senior administrative  support position reporting to administrator(s) of the District's major organizational unit(s)( e.g. Business  Services, Human Resources, Instructional Services, etc.). 

This Job reports to the Business Administrator.

The start date will be July 1, 2027.

Essential Functions 

• Compiles data (e.g. time sheets, calendars, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Coordinates projects, Business Administrator assigned functions, and/or program components (e.g. meetings, in service events, travel and accommodations, meetings with school principals, etc.) for the purpose of completing all activities and processes efficiently and on schedule.
• Maintains a wide variety of manual and electronic documents files and records relating to department activities (e.g. budget data, employee records, financial records, District reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned administrators (e.g. program components, meeting arrangements, account balances, work order status, student conferences, faculty conferences, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, assisting staff,and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational  procedures, manuals, organizational charts, board reports, legislative reports, etc.) for the purpose of  documenting activities, providing written reference, and conveying information.
• Presents information on administrative procedures (e.g. department/program policies, report submission  procedures, job openings, communicating with state department of education, etc.) for the purpose of  orienting new personnel, disseminating information to existing personnel, and to the state of Utah.
• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel  reimbursements, budget transfers, district reports, cash/checks, account deposits, etc.) for the purpose of ensuring compliance with administrative guidelines and regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of inventory.
• Reconciles account balances for assigned budget categories for the purpose of ensuring accuracy and historical documentation.
• Represents assigned administrators in their absence for the purpose of conveying and/or gathering information required for administrative functions.
• Researches a variety of topics (e.g. current practices, policies, budget amounts and funds, education  codes, etc.) for the purpose of providing information and recommendations that address a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, District departments, etc.) for the purpose of providing information, facilitating communication among parties and providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, conferences, etc.) for the purpose of ensuring accurate and effective planning and  implementation.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions and responsibilities. 

Other Functions 

Performs other related duties as assigned for the purpose of ensuring the efficient and effective  functioning of the work unit. 

Job Requirements: Minimum Qualifications 

Skills, Knowledge and Abilities 

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet  changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job  include: operating standard office equipment using pertinent software applications; performing accounting  procedures; planning and managing projects; and preparing and maintaining accurate records. 

KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of  documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based  competencies required to satisfactorily perform the functions of the job include: principles of accounting and auditing;  general governmental accounting practices; standard office practices and procedures; and pertinent codes, policies,  regulations and/or laws. 

ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and  use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze  data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also  required to work with a diversity of individuals and/or groups; work with data of widely varied types and/or purposes;  and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans.  Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with  equipment is moderate to significant. Specific ability based competencies required to satisfactorily perform the  functions of the job include: analyzing a variety of financial and statistical information; working under time constraints;  communicating with and conveying detailed information to diverse groups; meeting deadlines and schedules; setting  

priorities; and working with detailed information. 

Responsibility 

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing  other persons within a department, large work unit, and/or across several small work units; monitoring budget  expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a  continual opportunity to impact the organization's services. 

Work Environment 

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

Experience: Job-related experience within a specialized field is required.

Education: Targeted, job-related education with study in a job-related area.