SECRETARY, LEVEL 4 (256) (MLSS)

Albuquerque Public Schools•Albuquerque, NM

71d•$16 - $16

About The Position

This is a re-advertisement of the position. Previous applicants will still be considered and do not need to reapply. 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.

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

Nice To Haves

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

Responsibilities

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.