2026-2027 SY - Secretary (236 Day Contract)

Title: Office Assistant

Work Location: Transportation
Contract Length: 236
Minimum Salary: $40,896.00

Maximum Salary: $52,581.00

GMCS Employees:  Current Transfer Request Form needs to be signed by supervisor and uploaded to your application, before the closing date.

SUMMARY
Office assistant to perform complex clerical and basic accounting and purchasing duties; to manage and maintain Transportation and Fleet software systems; review non-contract pay timesheets and reporting; assist and inform transportation staff on office policies and procedures; and to maintain complex files, data and records for the District Transportation and Motor Pool department.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from Transportation Coordinator.

ESSENTIAL FUNCTION STATEMENTS
Essential duties may include, but are not limited to, the following:

1. Compile information and data for budget and financial reports; maintain a variety of statistical records; check and tabulate data.
2. Enter data on a computer from various sources including accounting, statistical and related documents; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.
3. Type, proofread and word process a variety of documents and forms including correspondence, reports, forms, memoranda, resolutions, specifications, transcripts, reports, and minutes of meetings; compose difficult correspondence as required.
4. Maintain administrative records and files pertaining to department functions, accounts payable, budgeting and accounts receivable; maintain a complex filing system; perform various clerical duties in support of assigned functions.
5. Perform a variety of clerical accounting duties including the processing of accounts receivable and payable, payroll, audit invoices, time records, statements and requisitions; investigate discrepancies.
6. Coordinate and schedule facility reservations; coordinate and schedule meetings and appointments; schedule travel arrangements as required.
7. Operate a variety of office equipment including a computer, copiers, plotter/large format printers; input and retrieve data and text; organize and maintain electronic storage and filing methods
8. Perform inventory control for assigned division.
9. Assist in budget development and monitoring for assigned program.
10. Respond to public inquiries in a courteous manner; provide information within the area of assignment; respond to complaints in an efficient and timely manner.
11. Answer the telephone and wait on the general public; provide information on departmental and District policies and procedures as required.
12. Perform any other related duties and responsibilities as required. 

QUALIFICATIONS
Knowledge of:

• Operations, services and activities of assigned District function
• Methods and principles of data collection, retention and statistical report preparation
• Basic accounting principles and practices
• Basic procurement procedures
• Methods and procedures of data entry
• Modern office procedures, methods and computer equipment
• Principles of record keeping
• Enterprise Resource and Accounting Software and Microsoft Office Suite, including Outlook, Word, Excel, and Teams

Ability to:

• Perform complex clerical, secretarial, and accounting data entry duties
• Learn specialized school transportation or fleet maintenance and monitoring software and database systems
• Interpret and explain District policies and procedures
• Operate office equipment including a computer
• Type at a speed necessary for successful job performance
• Meet schedules and time lines
• Maintain records and prepare computer generated reports
• Understand and follow oral and written instructions
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work
• Demonstrates the cognitive ability to analyze information, make reasoned decisions, and apply sound judgment
• Must possess the sensory abilities (hearing and vision) required to perform the essential functions of the position with or without reasonable accommodation

EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.
                                    
MINIMUM REQUIRED QUALIFICATIONS:

• Three years of clerical/office experience.
• Demonstrated proficiency in any accounting or spreadsheet-based software.
• High School Diploma or GED.
• Valid New Mexico/ Arizona Driver's License