Department Administrative Assistant (Albuquerque Preschool)

NM School for the Deaf•Santa Fe, NM

2d•Onsite

About The Position

NMSD’s Department Administrative Assistants support the supervisor and the employees in their assigned department. The Administrative Assistant also works with other Administrative Assistants and provides direct and indirect support to community members including but not limited to family members, students, children, alumni, contractors, and other stakeholders. The Department Administrative Assistant ensures the smooth operation of various departmental tasks and is often assigned to oversee, track and process fiscal requisitions. In addition to drafting, filing, scheduling, and writing correspondence, the position involves frequent interactions with a diverse group of NMSD staff members at all levels of the organization, via phone, video phone, and in person. Maintenance of confidentiality, professional conduct and appearance are requirements of this position. This is a position of trust, privy to professional and personnel information, which must be held in confidence. It is anticipated and expected that all functions of this position will be performed in a positive and respectful manner, with a strong focus on advancing the mission and vision of New Mexico School for the Deaf. The duties and competencies listed are comprehensive yet not all inclusive of this position.

Requirements

High school graduate or equivalent.
At least three (3) years of progressive and directly related secretarial experience preferred.
Associate’s degree in business or office administration, or a related field preferred.
Comprehensive knowledge of spelling, punctuation and grammar required.
High levels of skill with using technology, including but not limited to Microsoft Office (word processing, email software, Excel, etc.).
Ability to learn school-specific software as needed including the school’s fiscal programs and student/staff information programs as appropriate.
High levels of ability to communicate effectively both orally and in writing.
High levels of ability to coordinate office activities and to manage multiple tasks and operations simultaneously; skill in prioritizing work, meeting deadlines, and in making sound decisions.
High interpersonal skills and ability to work with a variety of stakeholders, including students and parents.
Ability to read, analyze, and interpret general periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports and correspondence.
Ability to effectively present information and respond to questions from groups of managers, and the general public.
Proficiency in or willingness to learn American Sign Language required.
Writes clearly and informatively; varies writing style to meet needs.
Must be organized and detail-oriented.
Collects and aggregates data for program maintenance and improvement.
Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills.
Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how the job relates to others; uses resources effectively.
Adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity.
Possesses a working knowledge of Microsoft Office and Outlook.
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to think independently, solve problems and work with the whole team.
Gathers and analyzes information skillfully; develops alternative solutions; works in group problem solving situations.
Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.
Shows respect and sensitivity for cultural differences; educates others on the value of diversity; builds a diverse workforce.
Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles.
Follows policies and procedures; completes tasks correctly and on time; supports organization’s goals and values.
Manages competing demands.
Dresses appropriately for position; keeps self well groomed.
Is consistently at work and on time; ensures work responsibilities are covered when absent.
Follows instructions, responds to management direction; takes responsibility for own actions.
Seeks increased responsibilities; asks for and offers help when needed.
Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.

Nice To Haves

At least three (3) years of progressive and directly related secretarial experience.
Associate’s degree in business or office administration, or a related field.

Responsibilities

Performs clerical and administrative support activities, including typing, filing, operating office equipment, preparing and entering documents onto electronic and manual records using computer hardware and software, producing reports, compiling data, preparing summary data, recording, compiling and reporting financial information, providing general and specific information, directions, referrals, developing schedules, setting appointments, opening and routing mail, performing various record and bookkeeping assignments, entering requisitions into system.
Processes fiscal requisitions for the department and tracks the department’s budget as needed.
Assists the department with various tasks such as scheduling meetings, room bookings, and contacting substitute teachers.
Assists with the appropriate distribution of student reports including but not limited to progress/grade reports and Individual Education Plans (IEPs).
Supports the department and individual families with the student registration process as needed.
Generates reports to the state and other relevant entities to meet local, state and federal compliance requirements.
Communicates in a positive and effective manner with staff, students, co-workers, parents and/or visitors.
Screens incoming calls and correspondence and responds independently when possible.
Prepares memorandums.
Communicates with contractors and other providers to ensure ongoing progress on projects and/or service delivery.
Directs preparation of records such as agendas, notices, and minutes for departmental meetings.
Works with various departments, including other administrative assistants, to ensure continued and expanded quality of school operations.
Acts as custodian of departmental documents and records.
Prepares confidential correspondence, reports, and other complex documents as needed.
Providing guidance and direction to staff (problem solving, adjusting coverage, and ensuring safety) when the principal is off campus or unavailable.