2026-2027 SY: Administrative Assistant III - at the Educational Services Center

Santa Fe Public Schools•Santa Fe, NM

32d•Onsite

About The Position

Provides administrative support for the Human Resources Department and serves as the receptionist for the Educational Services Center. This role performs and/or oversees a variety of administrative, fiscal, staff support, and planning activities. It also coordinates and facilitates meetings, program functions, and special events for the Department. The position may involve training and supervising lower-graded staff and coordinating administrative activities across multiple Human Resources units. The Administrative Assistant III answers telephone calls, screens and assists visitors, and manages the sign-in/sign-out process, ensuring an excellent customer service experience as the first point of contact for many individuals interacting with the district, particularly those seeking employment or assistance.

Requirements

High school diploma or equivalent.
Three years of secretarial/clerical experience.
Fluency in oral Spanish.
Ability to interact with a wide variety of people, both employees and visitors.
Courteous and pleasant in all interactions.
Ability to communicate effectively, both orally and in writing.
Computer literate, including ability to use Google and Microsoft Office suites.
Excellent organizational skills.
Sophisticated ability to coordinate and prioritize tasks and demands.
Must be flexible and provide prompt responses to requests.
Ability to make administrative/procedural decisions and judgments, and analyze and solve problems.
Knowledge of budget administration.
Knowledge of database management.
Knowledge of supplies, equipment, and/or services to aid in inventory control/management.
Knowledge of record keeping/maintenance.
Ability to maintain calendars and schedule appointments.
Excellent grammar, spelling, punctuation, and general writing skills.
Ability to gather data, compile information, and prepare reports.
Able to work independently.
Regularly required to stand; move throughout a room and/or facility.
Communicate verbally and electronically.
Use hands to handle or feel objects, tools, or controls and reach with hands and arms.
Regularly required to sit for extended periods of time.
Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus.

Nice To Haves

Two years post-high school training (college, university, and business school) plus five years of related experience, or equivalent combination of directly related education and experience.
Bilingual: English-Spanish.
Occasionally required to stoop, kneel, crouch, and/or crawl.
Occasionally required to climb, balance, and drive.
May have occasion to perform heavy lifting up to 25 pounds.

Responsibilities

Oversees and/or performs a range of diverse administrative activities for the Human Resources Department.
Serves as a central point of liaison with other departments and external constituencies in the resolution of day-to-day matters concerning the Department.
Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or department.
Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
Answers questions about the district and provides callers with addresses, directions, and other similar information.
Welcomes on-site visitors, determines the nature of visits, and announces visitors to appropriate personnel.
Monitors visitor access by directing visitors to sign in and out as required.
Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
Assists in administrative problem-solving, program/project planning, development and execution of stated goals and objectives.
Researches information, compiles statistics, and gathers and computes various data.
Prepares special and/or one-time reports, summaries, or replies to inquiries by selecting relevant data from a variety of sources.
Coordinates and performs a range of staff and/or operational support activities for the Human Resources Department; liaises with other departments and operating units to resolve day-to-day administrative and operational problems.
Operates a personal computer to compose and edit correspondence and/or memoranda from dictation, verbal directions, or from personal knowledge of the H.R. and/or District policies.
May prepare, transcribe, compose, type, edit, and distribute documents.
Formats material as required and assures proper grammar, punctuation, and spelling.
Documents produced may include letters, reports, memos, protocols, agendas, and/or minutes of meetings.
Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, in accordance with pre-established procedures.
Establishes, maintains, and updates files, databases, records and/or other documents.
Develops and maintains data, performs routine analyses and calculations to process data for recurring internal reports, such as payroll timesheets, sick and annual leave documents, purchasing, budgetary, employment documents and/or stock and capital equipment inventories.
Sorts, screens, reviews, and distributes incoming and outgoing mail and composes, prepares, or ensures timely responses to a variety of written inquiries.
Requisitions supplies, printing, maintenance, and other services.
Leads and trains lower-graded staff and/or student employees, as required.
May receive, sort, prepare, and route mail, including special deliveries.
Assists prospective applicants with document review prior to being hired as employees.
Supports the Human Resources Department by completing purchase requisitions, purchase orders, contract routing, and other business services needs.
Performs other related duties as assigned.