AZTEC MUNICIPAL SCHOOL DISTRICT

Job Description

Elementary Administrative Assistant

Job Summary

Serves as the Administrative Assistant to the Principal.

Reports To:  Principal

Minimum Qualifications

1. High School Diploma or equivalent
2. Demonstrated Communications Skills
3. Demonstrated Public Relation Skills
4. Demonstrated Organizational Skills
5. Demonstrated Computer Skills
6. Ability to Perform Essential Job Functions
7. Ability to Perform Job Task Requirements

Desired Qualifications

1. Knowledge of and experience with accounting principles, including fund internal controls
2. Background in State Procurement Code
3. Knowledge of and experience in budgeting and reporting
4. Knowledge of and experience in accounts receivable
5. Knowledge of and experience with Microsoft Office 2010 modules (Outlook, Access, PowerPoint, Word, and Excel)
6. Better than average recommendations from previous employers and/or other professionals familiar with the applicant’s personal characteristics, academic achievement, and workplace performance
7. Five years Experience (Related)

Essential Duties and Responsibilities

• Provide secretarial and bookkeeping functions for the Principal and Staff
• Maintain various accounting spreadsheets for several budgets
• Maintain budget files and records for various accounts
• Enter original budget and budget changes into the accounting system
• Enter journal entries into the accounting system
• Work with the Principal on the Operational Budget for the school
• Run fee sheets for students, take fees deposit monies, log fee holds in Power School
• Know and understand the STARS reporting system
• Prepare requisitions for purchases
• Serve as a support to the Principal in preparation of the budget
• Assist employees, parents, and students with inquiries and concerns
• Monitor and fill out absent reports for faculty and staff on a daily basis and call for subs if necessary
• Work with substitutes at the school when they report for their assignment
• Answer the telephone and send faxes
• Sort and distribute mail
• Screen calls for the Principal
• Prepare and submit accident reports
• Attend staff meetings and training
• Work with other staff members on assigned committees, goal teams, Professional Learning Communities, etc.
• Prepare field trip permission slips, receipts, and requisitions
• Work with teachers to ensure they have their needed supplies
• Prepare registration packets and register students
• Maintain student data and records
• Monitor student attendance
• Contact parents of absent students as assigned
• Prepare 20-day enrollment reports
• Work with other school officials cooperatively and politely
• Follow oral and written directions
• Any and all other tasks as assigned by the Principal or their designee

Supervisory Responsibilities

 This position supervises the following positions:  None.

Confidentiality

Due to the sensitive nature of this position and access to financial information, the highest degree of confidentiality is required.

Qualification Requirements 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to eligible individuals with disabilities to perform the essential functions.

Education and/or Experience

Please see Minimum and Desired Qualifications.

Communication and Language Skills

• Ability to read, analyze and interpret technical procedures and governmental regulations. 
• Ability to assist with the preparation of reports and correspondence. 
• Ability to effectively present information and respond to questions from staff, peers, and the community.

Mathematical Skills 

• Ability to work with basic mathematical concepts

Other Skills and Abilities 

• Ability to establish and maintain effective working relationships with staff, peers, and community
• Ability to communicate clearly and concisely. 
• Ability to use computers and other technology to accomplish job responsibilities. 
• Ability to perform tasks quickly and efficiently and follow verbal directions. 
• Ability to work around congested areas. 
• Ability to work a flexible work schedule around job responsibilities.

Analytical and Reasoning Ability 

• Ability to define problems, collect data, establish facts and draw valid conclusions. 
• Ability to interpret various technical instructions in written, verbal, or diagram form and deal with abstract variables.

Temperaments

• Ability to teach others, work with people, and influence people in their opinions, attitudes, and judgments. 
• Ability to perform a variety of duties. 
• Ability to work with people who express conflicting opinions. 
• Ability to solve problems, make sound judgments, and reach conclusions. 
• Ability to express personal feelings professionally and perform effectively under stress.

Physical Attributes

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, talk or hear and use hands to finger, handle, type or feel. In addition, the employee may occasionally sit, climb or balance, stoop, kneel, crouch, or crawl and reach with hands and arms.  Specific vision abilities required by this job include close vision and distance vision.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.  The employee must possess and maintain a current driver’s license and take a Defensive Driving Course at the District expense if one had not been taken.  The employee is frequently required to interact with the public and other staff.  The employee is directly responsible for the District Payroll within the established timeline.

Certificates, Licenses

Must possess or be eligible to obtain a valid New Mexico driver’s license.

Term of Employment

• Determined by school district calendar
• Salary per district schedule
• Evaluation annually

Evaluation

 Performance of duties will be evaluated at least annually per Aztec School Board Policy.

Physical Rating Level

This position will require the employee to function at a “Medium” physical capacity as defined by Worker’s Compensation Statutes.  “Medium” physical capacity indicates the ability to lift up to 50 pounds occasionally or up to 25 pounds frequently.

Physical Requirement Details

Definitions:     R = Rarely = 1% to 9% of an eight hour day

                        O = Occasionally = 10% to 33% of an eight hour day

                        F = Frequently = 34% to 66% of an eight hour day

                        C = Continuously = 67% to 100% of an eight hour day

The above statements are intended to describe the general nature and level of work expected.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job classification.