In addition to meeting the job requirements of the Administrative Assistant level 3, the Specialty Level B4 provides experienced and specific secretarial/clerical support services for district wide APS Departments by implementing administrative systems, managing procedures, providing budget oversight, implementing policies, and monitoring projects.
ESSENTIAL FUNCTIONS:
Updates Computer Database Maintains accounting on APS Purchase Cards Works with a high volume of accounts both Activity and Operational) Accounts for actual money at work sites Places orders and tracks them on the Financial System Monitors Payroll Composes and creates intricate documents as needed Serves as a point of contact for information dissemination Completes/prepares for special projects/detailed work in a timely manner Participates in development, implementation and maintenance of databases Analyzes information Makes travel arrangements Prepares and distributes reports, correspondence and other documents Provides substitute coverage for any secretarial/clerical position within the "B" Salary Schedule Provides training for other secretarial/clerical positions within the "B' Salary Schedule Maintains and updates files and records Schedules and arranges for meetings Maintains a complex filing system Schedules and maintains calendars Works with diverse populations Monitors supplies/materials and equipment for office and receives and orders materials Monitors annual equipment inventory Provides services that support district wide data systems/high level financial accounts/multi school responsibilities Collecting, tracking and analyzing data related to department goals Maintains workflow by studying methods; implementing cost reductions and developing reporting procedures.
Is knowledgeable of all Funding Sources and procedures: ordering, requesting, budget transfers, requisition process, receiving process, PO and payment.
Follows through with budget oversight.
Is proficient in all Lawson Accounting functions such as ordering, tracking and receiving.
Is proficient in Microsoft Excel spreadsheets and formulas Is proficient in setting up tracking files for multiple services provided to the District Implements and manages systems and procedures by analyzing operating practices recordkeeping systems, forms control, office layout, being familiar with budgetary requirements; implementing changes as needed.
Resolves problems by trouble shooting and coordinating preparation of reports, analyzing data and identifying solutions.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Provides information by answering questions and requests.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Completes operational requirements by expediting work results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications.
Contributes to team effort by accomplishing related results as needed.
Complies with state-approved Code of Ethics of the Education Profession and upholds and enforces rules, administrative directives and regulations, school board policies, and local, state and federal regulations.
Articulates and facilitates the implementation of the mission and values of the Albuquerque Public Schools.
Safeguards confidentiality of privileged information.
Prepares and maintains accurate and complete records and reports as required by law, state directives, District policy and administrative regulations.
Shares the responsibility for the supervision and care of District inventory, proper and safe use of facilities, equipment and supplies, and reports safety hazards promptly.
Maintains professional relationships and works cooperatively with employees, the community and other professionals.
Maintains professional competence through individual and staff training, in-service educational activities and self-selected professional growth activities.
Attends and/or conducts staff meetings and participates on committees within area of responsibility.
Performs other tasks related to area of responsibilities as requested or assigned by an immediate supervisor.
PREFERRED KNOWLEDGE, SKILLS, ABILITIES AND EXPERIENCE:
Five years of secretarial/clerical experience in APS with working knowledge of APS Financial Systems and Student Information Systems, Inventory Control; Supply Management Business School Training Microsoft Office Skills; proficient with word processing, database, spreadsheet and/or other software Exercises initiative and judgment in making decisions affecting work procedures Excellent Telecommunication Skills Excellent Problem Solving Skills; Organization Skills; Reporting Skills; Managing Processes; Analyzing Information Works independently - with little or no supervision Self motivator - ability to effectively and independently handle a number of tasks/projects at one time; Can accomplish tasks with little or no supervision Skill in responding to special requests Extensive knowledge of modern office practices and procedures Effective communication skills, both verbal and written; Administrative Writing Skills Flexibility, organization, decision-making and problem solving skills Interpersonal skills with diverse populations in-person and on the telephone Ability to meet deadlines and work on multiple projects Computer, business English and basic mathematics skills Ability to accurately keyboard 50 WPM minimum
REQUIREMENTS:
High School Diploma or GED Valid New Mexico Driver's License with Liability insured vehicle 5 years experience managing accounting systems, payroll, organizing and managing data
CONTACT INFORMATION:
Contact: John Dufay at 765-5950 ext.
67472 / ******
APPLY TO:
APS.edu/jobs/Classified Application In addition to providing supporting documents to meet the position requirements, you must also submit an updated COVER LETTER and RESUME.
Your application will be considered incomplete without these documents.
ADDITIONAL INFO:
This is a re-advertisement of the position.
Previous applicants will still be considered and do not need to reapply.
GRADE / LEVEL: B4
SALARY: $15.60 - $15.85
DAYS: 256
HOURS: 8
START DATE: 11/2024
ADA Compliance