Administrative Assistant VI- Executive Assistant to the Superintendent and Board of Education
Job Details
SUMMARY OF POSITION/PURPOSE:
To assure the smooth and efficient operation of the front office at SCS Central Office so that operations fully support the district’s needs.
The Administrative Assistant provides high-level support to the Superintendent and Board of Education, blending financial oversight with specialized compliance duties (Fingerprinting Lead) and comprehensive meeting management.
SUPERVISOR:
Superintendent/Assistant Superintendent
SUPERVISES:
N/A
EDUCATION REQUIRED/PREFERRED:
High School Diploma (R)
EXPERIENCE REQUIRED:
Two years administrative assistant, bookkeeping or related experience
EXPERIENCE PREFERRED:
Five years administrative assistant, bookkeeping or related experience
Infinite Visions experience
CERTIFICATE/LICENSE:
None
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Orchestrates the end-to-end preparation of board materials by compiling reports and data into accurate agendas and packets; ensures all documents are published to the organization’s website in a timely manner.
- Serves as the primary point of contact for public notices, ensuring all board meetings are advertised and conducted in strict accordance with the Open Meetings Act.
- Acts as the official Board Recorder, overseeing the real-time documentation of proceedings and the subsequent drafting, refinement, and distribution of official meeting minutes.
- Directs the physical and technical setup for all School Board meetings; leads the planning, logistics, and execution of the annual Board/Admin retreat.
- Manages the full procurement cycle, including entering purchase orders and processing payments for IT Finance, Federal Programs, and Executive leadership.
- Oversees the verification and reconciliation of credit cards, ensuring all transactions are documented and compliant with internal policies.
- Facilitates daily financial logistics by processing deposits, verifying totals, and conducting secure bank deliveries.
- Acts as the primary gatekeeper for the Superintendent’s calendar; manages complex travel logistics for Board members and executive staff.
- Tracks and submits official policy changes to ensure District Policy Manual is kept up to date.
- Functions as the primary coordinator for the organization’s fingerprinting program, and resolving technical system issues via help-desk coordination.
- Serves as the first point of contact for visitors and callers, maintaining a professional reception environment.
- Oversees outgoing mail processing, including metering and Post Office delivery.
- Monitors and maintains office equipment (copiers, postage machines); coordinates service calls and manages inventory for related supplies.
- Performs other duties as assigned to support the evolving needs of the administrative team.
KNOWLEDGE, SKILLS & ABILITIES REQUIRED/PREFERRED:
- Experience with Google Workspace or Microsoft Office Suite (R)
- Knowledge of NM State Law and District Policy (P)
- Experience supporting School Board Functions (P)
PRIMARY JOB LOCATION:
District Office
TERMS OF EMPLOYMENT (LENGTH OF CONTRACT):
Year Round
EVALUATION PERFORMED BY:
Superintendent/Assistant Superintendent
WORKING CONDITIONS AND PHYSICAL EFFORT:
Employee's work:
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Standing
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10%
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Inside
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90%
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Walking
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10%
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Outside
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10%
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Sitting
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80%
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Total
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100%
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100%
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Requirements While Performing Job:
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Physical Activity
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Daily: Yes/No
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Description
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Twist: Waist
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Yes
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Wrist
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Yes
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Neck/Shoulder
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Yes
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Stoop, bend
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Yes
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Squat, kneel or crawl
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Yes
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Repetitive motions of hands or wrists
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Yes
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Run
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No
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Climb ladders, stairs, or equipment
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No
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Ride equipment
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No
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Walk on uneven terrain
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No
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Fine finger dexterity
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Yes
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Manual dexterity
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Yes
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Reaching above shoulders
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Yes
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Reaching at shoulder height
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Yes
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Reaching below shoulders
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Yes
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Other
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Requirements for pushing, lifting, pulling, or carrying obstacles of weight
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No. of lbs. from the floor
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Push
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Pull
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Lift
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Carry
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Frequency: Explain if daily/weekly/monthly/once in a while
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0-25
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X
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X
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Daily
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26-50
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X
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X
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Weekly
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51-150
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Above 150
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No. of lbs from chest high
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0-25
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X
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X
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Weekly
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26-50
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X
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X
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Once in a while
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51-150
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Above 150
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No. of lbs. over head
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0-25
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X
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X
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Once in a while
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26-50
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51-150
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Above 150
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Must be capable of working under unusual conditions such as:
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Chemicals, skin irritants such as soaps, cleaning agents and others
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Yes |
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Cold/heat of outside work
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Confined spaces such as crawl spaces and other small areas
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Contact with the public
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Yes
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Dampness
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Electrical
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Explosives, flammables, gas, paint thinners
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High work spaces
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Machine noise
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Yes
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Radiation
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Sun
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Vibration
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Protective equipment required
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Vision Demand and Capabilities Hearing Demands and Capabilities
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Normal night vision
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Normal depth perception
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X
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Normal depth vision
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X
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Normal color vision
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X
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Red/Green/Amber color vision
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X
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Uncorrected Vision
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Corrected Vision
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X
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Hearing essentially normal
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X
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Some high tone loss
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Significant high tone loss
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Low tone loss
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Other requirements: Corrected hearing
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X
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This position will be paid according to the Administrative Assistant Salary Schedule: https://drive.google.com/file/d/1CvK2EWs3RkdusJv6LFYKTjV-rGgWJBh9/view?usp=sharing
Socorro Consolidated Schools provides all training required by OSHA to ensure employee safety.
*** IF CHOSEN, APPLICANT MAY NEED TO RE-APPLY FOR PERMANENT POSITION AT THE END OF THE 2025-2026 ACADEMIC YEAR
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