Albuquerque Public Schools
SECRETARY, LEVEL 4 (256) INVOICE ACCOUNTING/CAPITAL PROJECTS
Albuquerque Public Schools, Albuquerque, New Mexico, United States, 87101
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.
ESSENTIAL FUNCTIONS:
Updates Computer DatabaseMaintains accounting on APS Purchase CardsWorks with a high volume of accounts both Activity and Operational)Accounts for actual money at work sitesPlaces orders and tracks them on the Financial SystemMonitors PayrollComposes and creates intricate documents as neededServes as a point of contact for information disseminationCompletes/prepares for special projects/detailed work in a timely mannerParticipates in development, implementation and maintenance of databasesAnalyzes informationMakes travel arrangementsPrepares and distributes reports, correspondence and other documentsProvides substitute coverage for any secretarial/clerical position within the "B" Salary ScheduleProvides training for other secretarial/clerical positions within the "B' Salary ScheduleMaintains and updates files and recordsSchedules and arranges for meetingsMaintains a complex filing systemSchedules and maintains calendarsWorks with diverse populationsMonitors supplies/materials and equipment for office and receives and orders materialsMonitors annual equipment inventoryProvides services that support district wide data systems/high level financial accounts/multi school responsibilitiesCollecting, tracking and analyzing data related to department goalsMaintains 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 formulasIs proficient in setting up tracking files for multiple services provided to the DistrictImplements 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 ManagementBusiness School TrainingMicrosoft Office Skills; proficient with word processing, database, spreadsheet and/or other softwareExercises initiative and judgment in making decisions affecting work proceduresExcellent Telecommunication SkillsExcellent Problem Solving Skills; Organization Skills; Reporting Skills; Managing Processes; Analyzing InformationWorks independently - with little or no supervisionSelf motivator - ability to effectively and independently handle a number of tasks/projects at one time;Can accomplish tasks with little or no supervisionSkill in responding to special requestsExtensive knowledge of modern office practices and proceduresEffective communication skills, both verbal and written; Administrative Writing SkillsFlexibility, organization, decision-making and problem solving skillsInterpersonal skills with diverse populations in-person and on the telephoneAbility to meet deadlines and work on multiple projectsComputer, business English and basic mathematics skillsAbility to accurately keyboard 50 WPM minimumREQUIREMENTS:
High School Diploma or GEDValid New Mexico Driver's License with Liability insured vehicle5 years experience managing accounting systems, payroll, organizing and managing data
CONTACT INFORMATION:Contact: John Dufay at 765-5950 ext. 67472 / dufay@aps.eduAPPLY 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:
GRADE / LEVEL: B4SALARY: $15.60 - $15.85DAYS: 256HOURS: 8START DATE: 11/2024ADA Compliance
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 DatabaseMaintains accounting on APS Purchase CardsWorks with a high volume of accounts both Activity and Operational)Accounts for actual money at work sitesPlaces orders and tracks them on the Financial SystemMonitors PayrollComposes and creates intricate documents as neededServes as a point of contact for information disseminationCompletes/prepares for special projects/detailed work in a timely mannerParticipates in development, implementation and maintenance of databasesAnalyzes informationMakes travel arrangementsPrepares and distributes reports, correspondence and other documentsProvides substitute coverage for any secretarial/clerical position within the "B" Salary ScheduleProvides training for other secretarial/clerical positions within the "B' Salary ScheduleMaintains and updates files and recordsSchedules and arranges for meetingsMaintains a complex filing systemSchedules and maintains calendarsWorks with diverse populationsMonitors supplies/materials and equipment for office and receives and orders materialsMonitors annual equipment inventoryProvides services that support district wide data systems/high level financial accounts/multi school responsibilitiesCollecting, tracking and analyzing data related to department goalsMaintains 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 formulasIs proficient in setting up tracking files for multiple services provided to the DistrictImplements 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 ManagementBusiness School TrainingMicrosoft Office Skills; proficient with word processing, database, spreadsheet and/or other softwareExercises initiative and judgment in making decisions affecting work proceduresExcellent Telecommunication SkillsExcellent Problem Solving Skills; Organization Skills; Reporting Skills; Managing Processes; Analyzing InformationWorks independently - with little or no supervisionSelf motivator - ability to effectively and independently handle a number of tasks/projects at one time;Can accomplish tasks with little or no supervisionSkill in responding to special requestsExtensive knowledge of modern office practices and proceduresEffective communication skills, both verbal and written; Administrative Writing SkillsFlexibility, organization, decision-making and problem solving skillsInterpersonal skills with diverse populations in-person and on the telephoneAbility to meet deadlines and work on multiple projectsComputer, business English and basic mathematics skillsAbility to accurately keyboard 50 WPM minimumREQUIREMENTS:
High School Diploma or GEDValid New Mexico Driver's License with Liability insured vehicle5 years experience managing accounting systems, payroll, organizing and managing data
CONTACT INFORMATION:Contact: John Dufay at 765-5950 ext. 67472 / dufay@aps.eduAPPLY 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:
GRADE / LEVEL: B4SALARY: $15.60 - $15.85DAYS: 256HOURS: 8START DATE: 11/2024ADA Compliance