SECRETARY, LEVEL 3 (219) PRINCIPAL SECRETARY/BOOKKEEPER

$31,824 - $32,344/Yr

Albuquerque Public Schools - Albuquerque, NM

Full-time - Entry Level

Albuquerque, NM

Educational Services

About the position

The Secretary, Level 3 (Principal Secretary/Bookkeeper) position at Albuquerque Public Schools is a vital role that involves a variety of administrative and bookkeeping tasks. This position requires a high level of organization and attention to detail, as the individual will be responsible for maintaining accounting records, managing databases, and ensuring the smooth operation of office functions. The role includes updating the computer database, maintaining accounting on APS Purchase Cards, and managing a high volume of accounts, both Activity and Operational. The Secretary will also be responsible for accounting for actual money at work sites, placing orders, tracking them on the Financial System, and monitoring payroll processes. In addition to bookkeeping responsibilities, the Secretary will compose and create intricate documents as needed, serve as a point of contact for information dissemination, and complete special projects in a timely manner. The role requires participation in the development, implementation, and maintenance of databases, as well as analyzing information and making travel arrangements. The Secretary will prepare and distribute reports, correspondence, and other documents, and provide substitute coverage for other secretarial positions within the salary schedule. Training for other secretarial roles may also be part of the responsibilities, along with maintaining complex filing systems, scheduling meetings, and managing calendars. The ideal candidate will have experience working with diverse populations and will be responsible for monitoring supplies and equipment for the office, as well as receiving and ordering materials. The position requires a proactive approach to problem-solving and the ability to work independently with minimal supervision. Candidates must meet specific skills measurement requirements, including a Bookkeeping Test, to be considered for this role.

Responsibilities

• Update computer database and maintain accounting on APS Purchase Cards.
• Manage a high volume of accounts (both Activity and Operational).
• Account for actual money at work sites.
• Place orders and track them on the Financial System.
• Monitor payroll processes.
• Compose and create intricate documents as needed.
• Serve as a point of contact for information dissemination.
• Complete and prepare for special projects and detailed work in a timely manner.
• Participate in the development, implementation, and maintenance of databases.
• Analyze information and make travel arrangements.
• Prepare and distribute reports, correspondence, and other documents.
• Provide substitute coverage for any secretarial/clerical position within the 'B' Salary Schedule.
• Provide training for other secretarial/clerical positions within the 'B' Salary Schedule.
• Maintain and update files and records.
• Schedule and arrange meetings and maintain calendars.
• Work with diverse populations and monitor supplies/materials and equipment for the office.
• Receive and order materials and monitor annual equipment inventory.

Requirements

• High School Diploma or GED required.
• Three to four years of secretarial/clerical experience preferred.
• Business School Training preferred.
• Excellent interpersonal skills.
• Proficient in word processing and knowledge of PC operation and associated software (Excel, PowerPoint, Word, etc.).
• Ability to exercise initiative and judgment in making decisions affecting work procedures.
• Excellent telecommunication skills and problem-solving skills.
• Ability to work independently with little or no supervision.
• Self-motivated with the ability to handle multiple tasks/projects simultaneously.
• Working knowledge of Lawson Financial System and Student Information System preferred.
• Extensive knowledge of modern office practices and procedures.
• Effective verbal and written communication skills.
• Flexibility, organization, decision-making, and problem-solving skills.
• Ability to meet deadlines and work on multiple projects.
• Basic mathematics skills and ability to accurately keyboard at least 50 WPM.

Nice-to-haves

• Experience with Lawson Financial System and Student Information System.
• Business School Training.
• Excellent telecommunication skills.
• Ability to work with diverse populations.