2025-2026 Administrative Assistant VI - Executive Assistant to the Superintendent and Board of Education

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 districts 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:

1. 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 organizations website in a timely manner.
2. 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.
3. Acts as the official Board Recorder, overseeing the real-time documentation of proceedings and the subsequent drafting, refinement, and distribution of official meeting minutes.
4. Directs the physical and technical setup for all School Board meetings; leads the planning, logistics, and execution of the annual Board/Admin retreat.
5. Manages the full procurement cycle, including entering purchase orders and processing payments for IT Finance, Federal Programs, and Executive leadership.
6. Oversees the verification and reconciliation of credit cards, ensuring all transactions are documented and compliant with internal policies.
7. Facilitates daily financial logistics by processing deposits, verifying totals, and conducting secure bank deliveries.
8. Acts as the primary gatekeeper for the Superintendents calendar; manages complex travel logistics for Board members and executive staff.
9. Tracks and submits official policy changes to ensure District Policy Manual is kept up to date.
10. Functions as the primary coordinator for the organizations fingerprinting program, and resolving technical system issues via help-desk coordination.
11. Serves as the first point of contact for visitors and callers, maintaining a professional reception environment.
12. Oversees outgoing mail processing, including metering and Post Office delivery.
13. Monitors and maintains office equipment (copiers, postage machines); coordinates service calls and manages inventory for related supplies.
14. Performs other duties as assigned to support the evolving needs of the administrative team.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED/PREFERRED:

1. Experience with Google Workspace or Microsoft Office Suite (R)
2. Knowledge of NM State Law and District Policy (P)
3. 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:

Standing

10%

Inside

90%

Walking

10%

Outside

10%

Sitting

80%

Total

100%

100%

Requirements While Performing Job:

Physical Activity

Daily: Yes/No

Description

Twist: Waist

Yes

Wrist

Yes

Neck/Shoulder

Yes

Stoop, bend

Yes

Squat, kneel or crawl

Yes

Repetitive motions of hands or wrists

Yes

Run

No

Climb ladders, stairs, or equipment

No

Ride equipment

No

Walk on uneven terrain

No

Fine finger dexterity

Yes

Manual dexterity

Yes

Reaching above shoulders

Yes

Reaching at shoulder height

Yes

Reaching below shoulders

Yes

Other

Requirements for pushing, lifting, pulling, or carrying obstacles of weight

No. of lbs. from the floor

Push

Pull

Lift

Carry

Frequency: Explain if daily/weekly/monthly/once in a while

0-25

X

X

Daily

26-50

X

X

Weekly

51-150

Above 150

No. of lbs from chest high

0-25

X

X

Weekly

26-50

X

X

Once in a while

51-150

Above 150

No. of lbs. over head

0-25

X

X

Once in a while

26-50

51-150

Above 150

Must be capable of working under unusual conditions such as:

Chemicals, skin irritants such as soaps, cleaning agents and others

Cold/heat of outside work

Confined spaces such as crawl spaces and other small areas

Contact with the public

Yes

Dampness

Electrical

Explosives, flammables, gas, paint thinners

High work spaces

Machine noise

Yes

Radiation

Sun

Vibration

Protective equipment required

Vision Demand and Capabilities Hearing Demands and Capabilities

Normal night vision

Normal depth perception

X

Normal depth vision

X

Normal color vision

X

Red/Green/Amber color vision

X

Uncorrected Vision

Corrected Vision

X

Hearing essentially normal

X

Some high tone loss

Significant high tone loss

Low tone loss

Other requirements: Corrected hearing

X

This position will be paid according to the Administrative Assistant Salary Schedule:

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