District Office Administrative III Secretary

Granite School District - Salt Lake City, UT

Full-time - Entry Level

Salt Lake City, UT

Educational Services

About the position

The Administrative III Secretary position within the Budget Department is a vital role that provides comprehensive secretarial services to the department director. This position is responsible for assisting in the preparation and monitoring of the department's budget, ensuring that all financial matters are handled efficiently and accurately. The secretary will maintain schedules for meetings and deadlines, ensuring that the department operates smoothly under the supervision of the director. The role requires a high level of professionalism and courtesy, as the secretary will serve as a resource for employees throughout the district who have inquiries regarding budgets, financial matters, or budget reports. In addition to answering questions and providing guidance, the secretary will assist the Human Resources department in creating or editing authorized positions, which includes updating and verifying budget numbers and other relevant information. The position also involves providing budget reports to various schools, departments, or employees within the district, enabling them to effectively monitor their budgets. The secretary will verify and post budget transfer and journal entry requests, ensuring that all financial transactions are accurately recorded. Regular monitoring of various budgets throughout the district is essential, and the secretary will follow up with departments or schools to resolve any budget deficits that may arise. The Administrative III Secretary will also assist in the annual Planned Spending process, gathering budget requests from district departments and schools, and ensuring compliance with legal notice requirements for the annual district budget hearing. This role may also involve assisting the District internal auditor in conducting audits of schools, including reviewing accounting, payroll, and other records. Overall, the Administrative III Secretary plays a crucial role in maintaining the financial integrity of the department and supporting the director in achieving departmental goals.

Responsibilities

• Provide secretarial services for the department director.
• Assist in preparing and monitoring the budget for the entire department.
• Maintain schedules of meetings and deadlines for the department director.
• Serve as a resource for employees throughout the district regarding budgets and financial matters.
• Assist Human Resources in creating or editing authorized positions, including updating budget numbers.
• Provide budget reports to schools, departments, or employees to help them monitor their budgets.
• Verify and post budget transfer and journal entry requests from schools or district departments.
• Regularly monitor various budgets and follow up with departments or schools to resolve deficits.
• Provide estimates of projected salary and benefit costs as requested.
• Assist in the annual Planned Spending process and gather budget requests from departments and schools.
• Assist in meeting legal notice requirements for the annual district budget hearing.

Requirements

• High School diploma or equivalent.
• Three years of prior full-time administrative secretarial work experience.
• Proficient in computer operation and relevant software, including Word, Excel, PowerPoint, Access, and QCC.
• Strong work organization skills, basic math, bookkeeping, budgeting, payroll, and accounting knowledge.
• Excellent written and oral communication skills, with attention to detail in written communications.
• Strong customer service skills, with the ability to deal professionally with people.
• Ability to work effectively under stress and handle multiple assignments with deadlines.
• Working knowledge of board policies, negotiated agreements, and department practices.
• Strong problem-solving and analytical skills.
• Ability to maintain confidentiality of sensitive information.
• Ability to operate a variety of office machines.