21st Century Administrative Assistant

General Function:

21st CCLC is a federally funded after school/extended day program. Candidates should be willing to assume a supervisory position and become knowledgeable of federal, state and district guidelines related to the 21st CCLC program. Supervision will be provided by EPS 21st CCLC Program Director.

Education/Training/Experience:

• Associates Degree or at least two years of experience directly related to the job specifications listed.
• Ability to develop and maintain recordkeeping systems and procedures.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of
  constituencies in a diverse community.
• Skill in the use of personal computers and related software applications.
• Ability to ensure deadlines are met with complete and accurate reporting.
• Ability to process computer data and to format and generate reports.
• Skill in organizing resources and establishing priorities.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing
  and implementing new strategies and procedures.
• Ability to make procedural decisions and judgements involving sensitive and confidential; issues under
  stressful conditions.
• Ability to foster a cooperative work environment. Experience in basic office skills.

Knowledge/Skills and Abilities:

Must be organized and process excellent skills in management and organization, problem solving, and public relations. Position requires meeting with various community-based organizations on a regular basis and attendance at State Department of Education meetings. Knowledge of standard office software, including word processing, presentation builder, spreadsheet, and internet browsers.

Resources Used in Performing Job Include (but are not limited to):

Standard educational and office equipment including computers, phones, copy machines, etc.

Physical/Cognitive Requirements:

The work is primarily performed in an office and is fairly sedentary. It requires the ability to communicate effectively using speech, vision and hearing. The work requires the use of hands for simple grasping and fine manipulations. At times bending, squatting, reaching and the ability to lift, carry, push up to 25 pounds. Frequent trips by automobile to school sites and departments is required.

Environmental Conditions:

Travel to school sites. Must have the ability to sit at a desk or computer for long periods during the day. Heavy telephone use. Typical office environment with many interruptions all day. Most work is performed indoors with driving involved traveling from site to site.

Essential Job Functions:

All functions are performed in accordance with established policies, procedures, safety and environmental regulations, facility and computer security policies and procedures. Functions are subject to change from time to time to meet the needs of the District. Current essential functions include but are not limited to the following:

• Become proficient in the 21st CCLC RFP requirements and deliverables.

• Oversee the general day to day operations of the program; ensure program is implemented with fidelity.
• Monitor staff employed at the site.
• Maintain ongoing communication with the Program Director.
• Accomplished in the use of Excel, Google, Word, and the NMPED Reporting software, EZ Reports (training will be provided).
• Collect required data from respective site and report using EZ Reports.
• Work with staff to achieve all yearly and monthly programmatic goals and objectives for the 21st CCLC program.
• Coordinate communication between parents, students and staff including the development and implementation of a communication plan as stated in the RFP.
• Attend all required meetings with the EPS 21st CCLC site staff and/or Program Director.
• Participate in all professional development activities required by the program.
• Follow all state and district requirements related to this position.
• Be responsive to all inquiries and reporting timelines established by the Program Director and NMPED.
• Perform other related office duties required of the immediate or general supervisor.

Personal Accountability:

• Demonstrates reliability as evidenced by attendance records and punctuality.
• Properly notifies supervisor and/or designee of absences or tardiness.
• Begins and completes work within the allotted time.
• Consistently appears in attire appropriate to the work environment.
• Demonstrates skill in the use of equipment including its capabilities, limitations and appropriate/ special application.
• Protects the District’s resources through appropriate and careful use of supplies and equipment.
• Utilizes appropriate body mechanics to aid in the prevention of muscle strain/injury.

Additional Job Responsibilities

• Shall maintain encumbrance records of specific programs and monitor an on-going account of expenditures and balances per budget line item.
• Shall establish a sound filing system and account for all data and documents assigned to his/her care.
• Shall receive and process all incoming and outgoing correspondence.
• Shall perform added assignments in obtaining, gathering, and organizing data required of the supervisor.
• Assist and act in confidential capacity with respect to a person who determines effectuates management procedures or school board policies.
• Obtain, collect and organize pertinent data as needed and develop a format for administrative use.
• Input, enter and maintain data relevant for accountability.

• Become proficient in the 21st CCLC RFP requirements and deliverables.
• Accomplished in the use of Excel, Google, Word, and PowerSchool. Visions, and the NMPED Reporting software, EZ Reports.
• Ability to make final budget approvals, determine the viability of the vendors and maintain Assurances for all vendors.
• Monitor and process payroll records for 21st CCLC staff.
• Oversee all District 21st CCLC sites, data collection and reporting.
• Responsible for ensuring that staff members at the 21st CCLC sites are highly qualified, provide staff development, procure all instructional materials within NMPED guidelines, and work with staff to achieve all yearly and monthly programmatic goals and objectives for the 21st CCLC program.
• Meet with all 21st CCLC sites on a regular basis.
• Observe using the NMPED approved observation instrument twice a year and record data on EZ Reports.
• Monitor a goal of a one-point/grade level increase for each student in EZ Reports.
• Work with all community partners to develop capacity across all programs.
• Monitor and provides background checks for all volunteers.
• Coordinate communication between parents, students and staff including the development and implementation of a communication plan as stated in the RFP.
• Attend all required meetings with the NMPED and the State 21st CCLC Director.
• Follow all state and district requirements related to this position.
• Be responsive to all inquiries and reporting timelines established by NMPED.