EXECUTIVE ADMINISTRATIVE ASSISTANT Job at Albuquerque Public Schools in Albuquer
Albuquerque Public Schools, Albuquerque, NM, United States, 87102
EXECUTIVE ADMINISTRATIVE ASSISTANT
JOB STATUS: OPEN
POSTING NUMBER: 00062825
SCHOOL YEAR: 2024-2025
CALENDAR: District Support / Full Year
CLOSING DATE: 12/15/2024 04:00 PM
POSTING NUMBER: 00062825
LOCATION: 001:SUPERINTENDENT OFFICE
POSITION TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION:
To assist the Assistant Superintendent in the day-to-day operation of assigned functions and
responsibilities.
ESSENTIAL FUNCTIONS:
* Provides administrative support to the Assistant Superintendent communicating information, updates and priorities.
* Performs duties and functions specifically related to the office of assigned manager ensuring timely completion, compliance with legal requirements, coordination, monitoring, and processing of information following up as appropriate.
* Responds to internal and external inquiries received in writing or by telephone screening, obtaining or providing the necessary information, or forwards to the appropriate personnel for response. Ensures timely turn around and follow up.
* Responds to requests for information regarding the District and its operation, including but not limited to policy, procedures, rules and regulations, or financial information, as appropriate.
* Manages calendar and appointment schedule maintaining, updating, coordinating and revising on a daily basis.
* Receives and processes correspondence reviewing, responding, researching, rerouting, etc. as appropriate.
* Reviews and proofs correspondence and requisitions received for Associate Superintendent's signature, obtains corrections or changes, and ensures timely turn around.
* Writes, prepares and sends out Associate Superintendent's correspondence.
* Attends Board meetings and committee meetings as requested taking notes or representing Associate Superintendent and reporting back information.
* Coordinates and arranges meetings, committees, conferences, interviews, etc. including scheduling, planning, organizing, determining attendees, preparation of materials, rooms, audiovisual, refreshments, etc. Attending as needed or requested.
* Assists in the development of annual office budget. Updates, monitors and maintains budget processing invoices, requisitions, forms, etc., charging appropriate cost accounts and producing reports as necessary.
* Arranges travel and maintains travel accounts.
* Researches, analyzes, evaluates and organizes the preparation of materials, reports, documents, etc.
* Maintains and safeguards confidential files and information.
* Maintains annual equipment inventory.
* Develops and maintains all necessary files and filing systems as needed.
* Handles routine paperwork by sorting, routing, gathering signatures and follows through on disposition.
* Takes and transcribes dictation as needed.
* Receives and relays visitors as appropriate.
* Accesses District computer system (Unysis) to complete various assignments.
* Maintains supplies, materials and equipment for office and prepares and receives orders and deliveries.
* May supervise clerical staff participating in interviewing and selection, training, evaluating, assigning work, solving problems and providing leadership.
PREFERRED KNOWLEDGE, SKILLS, ABILITIES AND EXPERIENCE:
* Keyboard 55wpm with satisfactory completion of keyboard skills test preferred.
* Effective communication skills, both verbal and written.
* 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.
* Ability to use tact, diplomacy, discretion and good judgement.
* Ability to work effectively on several different task simultaneous with frequency interruptions.
* Demonstrated experience in public relations.
* Demonstrated mathematical and analytical abilities.
* Working knowledge of a school district and its' operations.
* Proofreading and editing skills.
* Knowledge of bookkeeping/accounting practices.
REQUIREMENTS:
* Associates degree in business related study and 6 years executive level secretarial experience OR 8 years executive level Proficient with Microsoft Office software.
* Exceptional secretarial skills (word processing, dictation and transcribing).
* Ability to compose and edit written communications.
* Exceptional organizational skills.
CONTACT INFORMATION:
Contact: Gabriel Antonio Gonzales at / gonzales_gab@aps.edu
APPLY TO:
www.aps.edu District Support application. A cover letter, resume and any other supporting documents MUST be submitted prior to 4:00 PM on the closing date of the advertisement for the application to be considered complete.
ADDITIONAL INFO:
GRADE / LEVEL: DSN 7
SALARY: $20.51
DAYS: 256
HOURS: 8
START DATE: ASAP