LEAP/SITE Administrative Assistant

GENERAL OVERVIEW:

The LEAP/SITE Program Administrative Assistant works under immediate supervision of the LEAP program Director to oversee the (Leading Educators (through) Alternative Pathways) day-to-day operations to include: general office tasks, invoicing sites and districts as well as billing, scheduling and supporting various professional development activities, setting up conference rooms to ensure readiness, IT Support for various virtual trainings, data-entry and reporting support, timesheet audit for payroll processing, general understanding of database management systems to monitor participants time, participation and meeting benchmarks towards NM PED licensure as well as answering calls and questions for program candidates, liaising with school sites, supporting interested partnerships and supporting Director and team initiatives. The position also supports the SITE program, during busy intervals, in the same capacity, as needed. The LEAP Administrative Assistant is expected to adhere to all CES Board Policies and Administrative Regulations.

MINIMUM REQUIREMENTS:

High School diploma or equivalent

Two (2) years’ experience in an office setting

Proficient with Microsoft Office

PREFERED BACKGROUND:

Associates Degree in Business or related field

Five (5) years’ customer services or administrative assistant experience

Preferred background is subject to change from time to time to meet the needs of CES.

KNOWLEDGE/ TECHNICAL SKILLS/ ABILITIES:

• Intermediate knowledge of Microsoft Office tools (Excel, Word, PowerPoint, Publisher, Outlook, TEAMS)
• Proficient use in virtual meeting tools to prepare, set-up and monitor virtual meetings, trainings, such as: ZOOM, TEAMS, etc..
• Excellent typing and proofreading skills
• Excellent written and oral communication skills.
• Excellent phone etiquette
• Excellent interpersonal skills and social skills
• Ability to communicate clearly with others.
• Ability to multitask and organize.
• Ability to work quickly, accurately, and independently.
• Ability to create reports, notices, and communications from a database with oversight from the Director
• Ability to think independently and offer viable solutions to problems.
• Ability to interact professionally with staff, professional development participants, and work in a team setting.

GENERAL JOB INFORMATION

Equipment Used in Performing Job (including but not limited to):

Microsoft Operating system and CES specific software

Copier, fax and scanner

Multiline phone

Dual/triple monitors

Physical Requirements/Work Environment (including job hazards):

A standard environment is provided. Position requires sitting and walking intermittently throughout the

day. Periods of time spent on computer using and developing word documents, databases, and spreadsheets. Requires close visual acuity to detail, unpacking boxes and assembling items ordered as needed. Must be able to lift 30 pounds.

ESSENTIAL JOB TASKS:

All tasks are performed in accordance with established policies, procedures, safety and environmental regulations and computer security guidelines. Tasks are subject to change from time to time to meet the needs of the organization.

• Support all LEAP attendance documentation received from Facilitators in program and monitor.
• Documentation of program elements for evaluation, monitoring, accreditation
• Supporting in-person conferences and professional development preparation
• LEAP Into Action conference preparation, development, documentation and support
• LEAP Application system support, reviews, filtering, workflow and data-entry
• Assist LEAP and, at times, SITE with general clerical duties: marketing and promotion of all departments, creation of flyers, brochures, making copies and packets for professional development activities.
• Proficient use in virtual meeting tools to prepare, set-up and monitor virtual meetings, trainings, such as: ZOOM, TEAMS, and scheduling using Outlook.
• Conduct receptionist duties in assigned office area.
• Perform necessary tasks to maintain organized work environment.
• Work collaboratively with program Directors to support program collaboration, documentation procedures and to meet reporting deadlines
• Maintain files and TEAMS information.
• Attend meetings/in-services, as required
• Assist payroll with any questions regarding inputted time or during fiscal reporting
• Respond timely to emails.

Job Type: Full-time

Pay: $46,852.00 - $51,654.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $46,852 - $51,654