Secretary

Gadsden Independent School District (NM); Anthony, NM (NM); On-site; USD 21,000 - 30,000; Full time

Job summary

Gadsden Independent School District (NM) seeks an administrative secretary to support the Principal/Supervisor with campus financial management, clerical duties, and message handling. The role includes coordinating staff work, typing, filing, and preparing reports to ensure smooth school operations.

The position requires strong organizational and communication skills, English literacy, and the ability to work effectively with students, staff, parents, and the public in a professional manner.

Qualifications

• High school diploma or GED is required.
• Strong typing and bookkeeping skills are expected.
• Good reading/writing skills in English; Spanish preferred.
• Excellent organizational and communication abilities.
• Ability to interact professionally with students, staff, and the public.

Responsibilities

• Provide secretarial services to the Principal/Supervisor and support campus financial management.
• Coordinate work duties of clerical staff and answer telephones, direct messages, type, file and process reports.
• Maintain records and files per procedures (attendance, funds, purchasing, legal files, etc.).
• Prepare reports, memos, and correspondence for school business across local, state, and federal levels.
• Demonstrate professional, courteous interaction with students, staff, parents and the public.

Skills

Typing

Bookkeeping

Filing

Office equipment

Communication

Organizational

Bilingual English/Spanish

Public relations

Teamwork

Education

High school diploma or GED

Tools

Office software

Job description

SUMMARY

Provides secretarial services to the Principal/Supervisor to include campus financial management coordinates work duties of other clerical staff and assists by answering telephones and directing messages, typing, filing and processing reports.

Include the following. Other duties may be assigned.

Exercises judgment based on knowledge and experience to plan and organize details of assigned work and to select appropriate methods or processes to accomplish work objectives.

Maintains all records and files in accordance with established procedures:

• Student attendance records
• Staff attendance records
• School fund (principal’s fund) and activities fund accounting
• Operational fund allocation accounting
• Purchasing and receiving
• All school legal files (cumulative folders)
• Filing of school correspondence
• Filing and recordkeeping
• Keeps all inventories current

Prepares reports, memos, correspondence, etc. required to conduct school business:

• In-District correspondence/reports
• Inter and intra state correspondence /reports
• Local school/home correspondence
• Federal reporting and correspondence
• State reporting and correspondence
• Inter-school correspondence

Demonstrates a professional, courteous and businesslike manner in all contacts with students, staff, parents and public:

• Works with parents and community in a public relations capacity
• Works with students in a sympathetic and empathetic manner
• Maintains a courteous and professional attitude with staff
• Projects a professional, courteous, and businesslike fashion with individuals outside the school setting

Provides services for students, staff, parents and public as required by established procedures:

• Ensures that staff has adequate classroom supplies/materials, textbooks and teaching aids that maintain and enhance the curriculum
• Provides students with the necessary information and assistance that make the learning environment a healthier and happier place to learn.
• Keeps the community and public informed of school functions, programs, and information regarding their children and school
• Schedules appointments for parents to consult with school personnel

Attendance and participation at evening activities.

Acquiring substitutes for absent staff/personnel

Fulfills all obligations of correspondence, reporting, surveying and other tasks required of the school office in the absence of the school principal.

Works under general or specific direction, but performs assigned duties with considerable independence as to work methods and priority and assignments.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Good office skills in typing, bookkeeping, filing and use of office machines, computers, copy machines, etc. Good communication skills, both oral and written. Good organizational ability. Literacy in English and Spanish preferred. Ability to work well with others and good public relations skills.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED).

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

PHYSICAL/MENTAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Maintains emotional control under stress.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.