Administrative Assistant to the Asst. Superintendent & Federal Programs for 2026/2027 School Year

Summary:

The Administrative Assistant to the Assistant Superintendent \& Federal Programs provides office and clerical support to ensure the efficient operation of the Superintendent’s Office and Federal Programs. This position supports administrative functions, maintains accurate records, assists with reporting, and helps ensure federal funds are properly managed and accounted for in compliance with district, state, and federal guidelines.

Qualifications:

• High School Diploma/GED
• Experience in an administrative or clerical position, preferably in an educational setting
• Demonstrated knowledge of basic office procedures and current technology such as Excel, Google Sheets, Word and PowerPoint/Slides.
• Knowledge of computer systems including email, word processing, spreadsheets, and databases
• Knowledge of basic accounting and bookkeeping procedures
• Strong organizational, communication, and multitasking skills

The position is open until filled.

Essential Duties/Responsibilities:

• Support the value of education and the mission of Portales Municipal Schools.
• Maintain confidentiality and demonstrate ethical and professional behavior.
• Provide clerical support including preparing correspondence, reports, agendas, and meeting materials.
• Maintain accurate records, contracts, and documentation for the Superintendent’s Office and Federal Programs.
• Assist with federal program budgets, including tracking expenditures, preparing reports, and processing requests.
• Generate and monitor purchase orders and maintain inventory of supplies and materials.
• Assist in completing federal reports and ensuring compliance with applicable program requirements.
• Coordinate meetings, travel arrangements, and special events.
• Screen and route phone calls, visitors, and correspondence appropriately.
• Compile and analyze data for reports, proposals, and required documentation.
• Work cooperatively with colleagues, supervisors, and administrators.
• Maintain office organization, supplies, and equipment.
• Demonstrate ethical behavior.
• Adhere to confidentiality laws and regulations.

Additional Duties and Responsibilities:

• Provide office and clerical support to assist with the efficient operations of the Superintendent’s Office and Federal Programs.
• Ensure that all activities conform to district guidelines.
• Communicate effectively with members of the school district and community.
• Support the value of education.
• Support the philosophy and mission of Portales Municipal Schools.

Physical Requirements:

• Medium: Lift up to 50 lbs occasionally \& up to 25 lbs frequently
• May involve sitting, standing, lifting, carrying, reaching, squatting, kneeling, and moving light furniture

Safety/Health and Other Requirements:

• Knowledgeable of universal hygiene precautions.
• An FBI fingerprint background check will be conducted on all new hires of Portales Municipal Schools at the employee’s cost. Continued employment is contingent upon background check results.
• Must work in noisy and crowded environments.
• May require some time outside.
• May require after\-hours work.

Work Environment:

Must be able to work in environments with various levels of noise, temperature, and air quality. Regular interruptions, flexibility, and patience are expected. Must be self\-motivated and capable of completing assignments independently. After\-hours work may be required.

Portales Municipal Schools are located in the City of Portales, which has a population of about 15,000\. The area's economy is based primarily on agriculture. Portales is the home of Eastern New Mexico University and is less than 20 miles from Cannon Air Force Base near Clovis, NM.

The Portales Municipal School District consists of six grade\-level schools. This means that each school, except the high school, consists of two grade levels and is not community\-based. Portales High School houses grades 9\-12, while Brown Early Childhood Center is grades PK\-K; James Elementary is 1st and 2nd grade; Valencia Elementary consists of grades 3rd and 4th; Lindsey/Steiner Elementary is grades 5th and 6th; and Portales Junior High is the home of 7th and 8th grade.