This posting is for Short Term position for the 2021-22 SY

240 Contract; 8 hour day

Rio Rancho District Office

The Executive Assistant is a highly confidential employee and is responsible for a broad range of executive, administrative, and clerical support including, but not limited to, preparing legal documents, preparing correspondence and reports, responding to routine questions both internally and externally, and managing the day to day operations of the office.  The Executive Assistant position is distinguished in the level of responsibility and interaction with the Board of Education, school district administrators and personnel, outside governmental agencies, the public, as well as the level of independent judgment and discretion exercised. 

Minimum Qualifications

• Bachelor’s degree preferred;
• Any combination of education, training and/or experience which demonstrates the ability to perform the job duties as described;
• Work experience in a public school environment preferred;
• Five (5) years of clerical experience, three (3) of which must have included organization, coordination, and performance of duties at a responsible level.

Knowledge, Skills and Abilities

• Effectively coordinates a variety of administrative functions at a level requiring independent decision-making;
• Exercise self-sufficiency and good judgment;
• Establish and maintain effective filing systems;
• Communicate effectively both verbally and in writing;
• Knowledgeable in use of office equipment and computer software programs including Microsoft Office and G-Suite;
• Possess exemplary interpersonal skills and a strong ability to work effectively with others;
• Possess the ability to define tasks, develop procedures, set priorities, and complete assignments.

Essential Job Responsibilities

This position may not include all of the duties listed, nor do all of the duties listed include all tasks that may be found in this position.

• Manages the day-to-day running of the office;
• Acts as the key point of contact for the office and is the front-line response for phone calls and emails and requests for information;
• Oversees and ensures compliance with the legal, financial and administrative responsibilities and processes of the office (IPRA, FOIA, subpoenas etc);
• Coordinates supervisor’s calendar, schedules meetings, coordinates meeting logistics and prepares materials;
• Coordinates travel and conferences, and prepares all paperwork accordingly;
• Monitors designated budgets and expenditures, reviews for accuracy and makes adjustments and revisions as directed; 
• Acts as a liaison and maintains relationships with members of the Board of Education, district office staff, school district administrators and personnel, outside agencies, and the public;
• Prepares and tracks requisitions and purchases orders;
• Maintains department web pages; 
• Monitors and organizes lists of follow-up and to-do items;
• Prioritizes and manages multiple projects simultaneously; 
• Drafts financial, statistical, narrative and/or other reports as requested;
• Assists in the development of effective office processes/procedures for management of data specific to the area of responsibility;
• Keeps the supervisor apprised of potential problems or concerns;
• Uses decision-making skills to determine specialized outcomes relating to area of responsibility;
• Implements management policies and directives in conjunction with area of responsibility; 
• Performs usual office routines, including information intake, organization of information into records or other data formats, maintenance and distribution of data;
• Types a variety of material and/or documents;
• Assists with the copy-editing and proofreading of materials as needed; 
• Prepares, maintains and files records as assigned;
• Operates word processors, computers, calculators, copiers, and facsimile machines;
• Obtains, gathers, and organizes pertinent data as needed and puts it into usable form;
• Knows, organizes and effectuates the grievance procedures and timelines; 
• Develops or assists in developing filing systems, manages, and maintains filing systems; 
• Assists in formulating and making recommendations for change of various programs, policies, and procedures; 
• Learns, implements and trains staff with regard to new software, programs and procedures.
• Maintains a neat and orderly work station;
• Performs these duties in addition to ones listed above as dictated by assignment:
• Bookkeeping duties in accordance with applicable District/New Mexico/Federal guidelines and requirements;
• Procurement and purchasing rituals as established by applicable District/New Mexico/Federal guidelines and requirements;
• Maintains budgets within the scope of District/New Mexico/Federal allowances;
• Complies with state-approved New Mexico Administrative Code of Ethical Responsibility of the Education Profession and the RRPS Employee Standards of Conduct and upholds and enforces rules, administrative directives and regulations, school board policies, and local, state and federal regulations;and 
• Performs other related duties consistent with job description and assignment as assigned.

Work Hours

Work hours will be in accordance with hours determined by the school district and the individual schools.

Application Procedure:

The following documents must be attached to complete this application:

Transcript from each Credentialing University or, if you have no college credits, a copy of your High School Diploma or GED Certificate.

An Equal Opportunity Employer