Gallup-McKinley County Schools
Office Assistant - Transportation (Re-Advertise)
Gallup-McKinley County Schools, Gallup, New Mexico, us, 87302
OFFICE ASSISTANT - TRANSPORTATION
Position Type: Secretarial/Clerical/ Secretary - 12-Months
Date Posted: 1/9/2026
Location: Transportation/Bus Barn
Closing Date: 01/23/2026
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 FUNCTIONS
Compile information and data for budget and financial reports; maintain a variety of statistical records; check and tabulate data.
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.
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.
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.
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.
Coordinate and schedule facility reservations; coordinate and schedule meetings and appointments; schedule travel arrangements as required.
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.
Perform inventory control for assigned division.
Assist in budget development and monitoring for assigned program.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; respond to complaints in an efficient and timely manner.
Answer the telephone and wait on the general public; provide information on departmental and District policies and procedures as required.
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
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
WORK CONDITIONS Physical Conditions: Ability to perform the job and access the environment for which you are hired. Essential functions may require maintaining physical condition necessary for moderate to heavy lifting and standing and walking for long periods of time and stooping and bending.
Work Environment: On-site attendance is mandatory for this position. Must be able to work within various degrees of noise, temperature, and air quality. Interruptions of work are routine. Flexibility and patience are required. Must be self‑motivated and able to complete job assignment without direct supervision. After hour work may be required.
You must attach a copy of your High School Diploma or equivalency. You must attach copies of ALL college transcripts to verify hours.
GMCS Employees:
Current Transfer Request Form needs to be signed by supervisor and uploaded to your application, before the closing date. #J-18808-Ljbffr
Date Posted: 1/9/2026
Location: Transportation/Bus Barn
Closing Date: 01/23/2026
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 FUNCTIONS
Compile information and data for budget and financial reports; maintain a variety of statistical records; check and tabulate data.
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.
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.
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.
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.
Coordinate and schedule facility reservations; coordinate and schedule meetings and appointments; schedule travel arrangements as required.
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.
Perform inventory control for assigned division.
Assist in budget development and monitoring for assigned program.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; respond to complaints in an efficient and timely manner.
Answer the telephone and wait on the general public; provide information on departmental and District policies and procedures as required.
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
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
WORK CONDITIONS Physical Conditions: Ability to perform the job and access the environment for which you are hired. Essential functions may require maintaining physical condition necessary for moderate to heavy lifting and standing and walking for long periods of time and stooping and bending.
Work Environment: On-site attendance is mandatory for this position. Must be able to work within various degrees of noise, temperature, and air quality. Interruptions of work are routine. Flexibility and patience are required. Must be self‑motivated and able to complete job assignment without direct supervision. After hour work may be required.
You must attach a copy of your High School Diploma or equivalency. You must attach copies of ALL college transcripts to verify hours.
GMCS Employees:
Current Transfer Request Form needs to be signed by supervisor and uploaded to your application, before the closing date. #J-18808-Ljbffr