2026-2027 SY Administrative Assistant III - at the Educational Services Center

Title:

Administrative Assistant III at ESC

Work Unit:

Educational Services Center

Reports To:

Human Resources Executive Director

Work Calendar:

12 Months

Pay Schedule:

Administrative Assistants Level III

Overtime Status:

Non-exempt

Hours:

40 hours per week

Union Status:

Non-union

Licensure:

N/A

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 administrative support for the Human Resources Department. Serves as the receptionist for the Educational Services Center. Performs and/or oversees a variety of associated administrative, fiscal, staff support and planning activities and/or specified information-gathering projects and tasks for the Human Resources Department. Coordinates and facilitates meetings, program functions and/or special events for the Department. May train and supervise lower-graded staff in the Department and coordinate specified administrative activities and reporting across multiple Human Resources units. Answers telephone calls to the Educational Services Center and redirects them to the appropriate department or person. Screens and assists visitors by answering their questions or directing them to assistance and manages the sign-in/sign-out process. Provides an excellent customer service experience at the Educational Services Center as the first encounter many people have with the district. Sets the interaction experience that individuals have with the district, particularly when they are seeking employment or assistance from the district. Models excellent punctuality (8 am - 5 pm) and attendance.

Education/Training/Experience:

Minimum: High school diploma or equivalent. Three years of secretarial/clerical experience. Fluency in oral Spanish.

Preferred: 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. Bilingual: English-Spanish.

Knowledge/Skills and Abilities:

Ability to interact with a wide variety of people, both employees and visitors. Courteous and pleasant in all interactions. Ability to communicate effectively, both orally and in writing. Computer literate, including ability to use Google and Microsoft Office suites. Excellent organizational skills. Sophisticated ability to coordinate and prioritize tasks and demands. Must be flexible and provide prompt responses to requests. Ability to make administrative/procedural decisions and judgments, and analyze and solve problems. Knowledge of budget administration. Knowledge of database management. Knowledge of supplies, equipment, and/or services to aid in inventory control/management. Knowledge of record keeping/maintenance. Ability to maintain calendars and schedule appointments. Excellent grammar, spelling, punctuation, and general writing skills. Ability to gather data, compile information, and prepare reports. 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:

• Oversees and/or performs a range of diverse administrative activities for the Human Resources Department. 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 Department.
• Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or department. Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable. Answers questions about the district and provides callers with addresses, directions, and other similar information.
• Welcomes on-site visitors, determines the nature of visits, and announces visitors to appropriate personnel. Monitors visitor access by directing visitors to sign in and out as required.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem-solving, program/project planning, development and execution of stated goals and objectives.
• Researches information, compiles statistics, and gathers and computes various data. Prepares special and/or one-time reports, summaries, or replies to inquiries by selecting relevant data from a variety of sources.
• Coordinates and performs a range of staff and/or operational support activities for the Human Resources Department; liaises with other departments and operating units to resolve day-to-day administrative and operational problems.
• Operates a personal computer to compose and edit correspondence and/or memoranda from dictation, verbal directions, or from personal knowledge of the H.R. and/or District policies.
• May prepare, transcribe, compose, type, edit, and distribute documents. Formats material as required and assures proper grammar, punctuation, and spelling. Documents produced may include letters, reports, memos, protocols, agendas, and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• 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, in accordance with pre-established procedures.
• Establishes, maintains, and updates files, databases, records and/or other documents. Develops and maintains data, performs routine analyses and calculations to process data for recurring internal reports, such as payroll timesheets, sick and annual leave documents, purchasing, budgetary, employment documents and/or stock and capital equipment inventories.
• Sorts, screens, reviews, and distributes incoming and outgoing mail and composes, prepares, or ensures timely responses to a variety of written inquiries.
• Requisitions supplies, printing, maintenance, and other services.
• Leads and trains lower-graded staff and/or student employees, as required.
• May receive, sort, prepare, and route mail, including special deliveries.
• Assists prospective applicants with document review prior to being hired as employees.
• Supports the Human Resources Department by completing purchase requisitions, purchase orders, contract routing, and other business services needs.
• Performs other related duties as assigned.

Salary Range and Benefits:

$42,000 to $58,000. 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 such as Microsoft Office (Word, Excel, PowerPoint) and the Google Suite. Telephone, fax, copier, computer, stamp machine, badge machine, calculator.

Physical/Cognitive Requirements:

Regularly required to stand; move throughout a room and/or facility. Communicate verbally and electronically. Use hands to handle or feel objects, tools, or controls and reach with hands and arms. Occasionally required to stoop, kneel, crouch, and/or crawl. Regularly required to sit for extended periods

of time. Occasionally required to climb, balance, and drive. May have occasion to perform heavy lifting up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus.

Environmental Conditions:

Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Some sitting, standing, bending, and reaching may be required.

Personal Accountability:

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

Santa Fe Public Schools does not discriminate on the basis of 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.