Administrative Coordinator/Board Secretary - Pojoaque Valley School District

Job Title: Administrative Coordinator

FLSA Status: EXEMPT

Salary Range: $40,116-$51,852

Minimum Qualifications:

High School diploma or GED;

Experience as a secretary or equivalent work.

Knowledge of accelerated office procedures.

Demonstrated knowledge of purchasing procedures.

Demonstrated knowledge and skill of computer function and operation.

Skills/Aptitudes:

Good organizational ability; good written and oral communication skills; ability to maintain high level of professionalism and confidentiality regarding students, staff, parents, and school matters.

Essential Job Responsibilities of Administrative Assistant:

• Works cooperatively with colleagues, supervisors, and administrators.
• Demonstrates ethical behavior as per NM educator ethics.
• Follows district policies and administrative rules and regulations.
• Follows District Code of Conduct policies.
• Maintains behavior appropriate to performing and accomplishing assigned duties.
• Maintains a suitable personal appearance as it relates to position.
• Knows what to do successfully to complete assigned work.
• Creates correspondence and reports as required.
• Maintains a regular filing system and processes incoming correspondence as instructed.
• Assists with preparation for meetings of the administration and the Board and subsequent reports, correspondence and other needs.
• Schedules the Superintendent’s day and the Board room.
• Receives the public and other visitors in a courteous and positive way and facilitates their needs.
• Facilitates social arrangements for staff, i.e. refreshments.
• Makes sure there are sufficient supplies at all times.
• Assists with legal notices, faculty bulletin boards, school information, school director and other tasks as may be required.
• Assists with sending out and receiving back evaluation forms for the Superintendent, building principals, and other administrators; compiles evaluation results before their scheduled evaluations with Board members/Superintendent.
• MAINTAINS A HIGH LEVEL OF CONFIDENTIALITY – What happens in this office, stays in this office.
• Performs usual tasks to include, but not limited to: typing, filing, receiving, placing and routing phone calls, photo copying and correspondence.
• Contributes to the welfare and effectiveness of the school and the district by adhering to high ethical standards of performance and interpersonal relationships.
• Directs parent concerns, issues to the proper person as per “Chain of Command.”
• Reports immediately the presence of any visitor displaying unusual behavior.
• Have available any pertinent school information for the school personnel and public (i.e. school calendars, school board agendas, employment applications, home school applications, use of facilities and out of district applications, etc.)
• Utilizes the computer for various programs based on task assignment.
• Gathers, files, and disseminates information as may be required.
• Assists with the compilation of data and typing of reports as directed.
• In an emergency situation, assists in the process to remedy the situation as soon as possible with as little disruption as possible.
• Maintains files with vital information regarding school sites (fire drill, incident reports, etc.)
• Assists in planning/coordinating community projects.
• Security Staff- Contacts after hours, coordinating transportation for Board Member(s) to Board meetings and other school sponsored events.
• Assists members of the Board with necessary documents or information.
• Notifies administrators, NAPC, and press regarding agendas.
• Preparation of Board meeting agendas.
• Prepares documents for Board of Education meetings.
• Attends, takes minutes, records and transcribes all regular and special Board of Education meetings.
• Coordinates registration and travel arrangements for the Board of Education and Superintendent.
• Typing of district policies, updating of the district policy manual and distribution of new policies to school sites.
• Assists with legal notices as required (Board Elections, Bond Elections, Bond Sales, etc.)
• Notifies Board members regarding inclement weather schedules, emergencies, school closures.
• Prepare certificates as requested for presentation to students with appropriate signatures in place.
• District Letterhead and business cards – prepare district stationary for district use. Prepares business cards for Board members, superintendent, administrators/coordinators and business office staff.
• District website – all “contact us emails” come to this positions computer.
• Performs other job duties as assigned.