Note: All positions with Santa Fe Public Schools require a post-offer/pre-employment background check. Some positions have additional requirements as established by federal or state rules and regulations.

General Function:

Provides direct support to the Deputy Superintendent of Operations and supports other supervisors within the Operations Department. Schedules and organizes meetings, takes meeting notes, proofreads reports, and handles confidential reports in a professional manner. Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record-keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. May train and supervises lower graded staff. May coordinate specified administrative activities and reporting across multiple organizational units within the department. Has regular interaction with high-level organizational and external leaders.

Education/Training/Experience:

Basic minimum requirements are subject to change from time to time to meet the needs of the District.

Minimum:   Two years post-high school training (college, university, and business school) plus five years of related experience or equivalent combination of directly related education and experience.

Preferred:   Bilingual: English-Spanish.

Knowledge/Skills and Abilities:

Ability to interact with leaders in the District and outside the District.  Ability to create, compose, and edit written materials. Ability to communicate effectively, both orally and in writing. Database management skills. Ability to record and transcribe meeting minutes. Ability to maintain calendars and schedule appointments. Knowledge of supplies, equipment, and/or services ordering and inventory control. Excellent communication skills and the ability to work as a valued team player. Ability to lead and train others. Knowledge of general accounting principles. Records maintenance skills. Receptionist skills.  Ability to gather and analyze statistical data and generate reports. Ability to gather data, compile information, and prepare reports. Ability to analyze and solve problems. Word processing and data entry skills. Ability to make administrative/procedural decisions and judgments. Organizing and coordinating skills. Depending upon specific assignment, may be required to be familiar with related regulatory guidelines. Highly computer literate, including use of the Microsoft Office Suite and Google Suite. Ability to compose, produce, review, and edit technical material. Excellent grammar, spelling, punctuation, and general writing skills. Excellent organizational skills and able to prioritize work. Able to work independently.

Essential Job Functions:

Performs all functions 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 organization. Current essential responsibilities include, but are not

limited to the following:

Job Description – Administrative Secretary III – Operations

1. Oversees and/or performs a range of diverse administrative activities for the Deputy Superintendent or Citizen’s Review Committee.
2. Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the District.
3. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
4. Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives. Assists in project planning, development, and execution of stated goals and objectives.
5. Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
6. Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
7. Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of an established unit, including District policies. May prepare, transcribe, compose, type, edit, and distribute documents. Formats material as required with proper grammar, punctuation, and spelling. Documents produced may include letters, reports, memos, protocols, agendas and/or minutes of meetings.
8. Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
9. Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed in accordance with pre-established procedures.
10. Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data and performs routine analyses and calculations for the processing of data for recurring internal reports, such as: payroll time sheets, sick and annual leave documents, purchasing, budgetary, employment documents, and/or stock and capital equipment inventories.
11. Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
12. Requisitions supplies, printing, maintenance, and other services.
13. Leads and trains lower-graded staff and/or student employees, as required.
14. Performs other related duties as assigned.

Salary Range and Benefits:

$32,232 to $50,000+

Medical, dental, and vision benefits are available to full and part-time employees who work a minimum of 20 hours per week.

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

Standard office equipment and software platforms including the applicant tracking system, Google and Microsoft Suites, and HRIS.  

Physical/Cognitive Requirements: 

Regularly required to stand; move throughout a room and/or facility. Communicate verbally and electronically. Use hands to handle and reach with hands and arms. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus. Some sitting, standing, bending, and reaching may be required.

Environmental Conditions: 

Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone use and frequent interruptions. May be hectic with ringing of telephones and high demands for service

Job Description – Administrative Secretary III – Operations

Personal Accountability:

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

Santa Fe Public Schools does not discriminate based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, marital status, pregnancy, disability, age, veteran status, medical/genetic information, or any other characteristic protected by law.