SECRETARY, LEVEL 4 (256) INVOICE ACCOUNTING/CAPITAL PROJECTS

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.

• 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.

• 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
  
  

• 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

aps.edu/jobs/Classified Application Cover letter and resume is required for application to be considered complete.