2026-2027 SY Fine Arts Secretary

Title:

Music & Art Departments Secretary

Work Unit:

Music & Art Departments

Reports To:

Fine Arts Director

Contract Length:

12 months

Pay Schedule:

Department Support

Overtime Status:

Non-Exempt

Hours:

8 hours/day

Union Status:

NEA

Licensure:

None

Note: All positions with Santa Fe Public Schools require a post-offer/pre-employment background check. Some positions have additional requirements as established by federal or state rules and regulations.

General Function:

The Secretary for Music and Art Departments is responsible for providing essential administrative support for the Music Coordinator and the Art Coordinator. This includes serving as the first point of contact for dynamic and varied departments; organizing and maintaining an efficient and professional office workflow; interacting with and supporting approximately ninety music and art teachers, and performing other related duties as required. Maintains confidentiality of personnel matters and utilizes creative problem-solving techniques and flexibility in the workplace.

Education/Training/Experience:

Minimum: High school diploma or equivalent required; college degree preferred; five years of previous secretarial/administrative experience, or equivalent combination of education and experience. Proficiency in the Google Suite, Microsoft Word, and Microsoft Excel is required.

Preferred: Bilingual in English/Spanish

Knowledge/Skills and Abilities:

A customer-service orientation with the following skills: organization, attention to detail, dexterity with numbers. Ability to multitask in a dynamic, creative environment; initiative, capacity, and enthusiasm for learning district procedures and protocols. Ability to perform duties with a willingness to become aware of all District requirements and Board of Education policies. Professional oral and written communication skills - bilingual preferred. Capacity to communicate constructively and professionally; reliability, flexibility, willingness to contribute to projects. Ability to find solutions and make administrative/procedural decisions. Ability to gather data, compile information, and prepare reports. Demonstrated proficiency with computers and associated software (Google Suite, Microsoft Word, Excel, Access and other platforms as required). Photoshop/video editing software desirable. Professional demeanor.

Essential Job Functions:

All functions are performed in accordance with established policies, procedures, safety and environmental regulations, facility and computer security policies and procedures. Functions are subject to change from time to time to meet the needs of the organization. Current essential functions include the following:

• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Composes a wide variety of documents (e.g., correspondence, agendas, minutes, bulletins, reports, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Provide communication services for the Art and Music Departments: Answer phone calls and respond to email inquiries promptly and professionally; refer inquiries to appropriate personnel; maintain daily communication with coordinators, music and art faculty; and respond in a timely manner to internal and external departmental needs.
• Maintain professional communication and working relationships with district staff in other departments.
• General secretarial duties include: typing, word processing, ordering office supplies, filing, document imaging, data entry, and distributing mail.
• Monitor operational budgets and account balances, keep track of account strings, and maintain financial records; manage Mill Levy tracking and purchasing for both the Music and Art Departments.
• Initiate, process, and monitor Business Services paperwork including requisitions, purchase orders (POs), vendor requests, check requests, visa statements, invoices, ePARs, and travel paperwork.
• Coordinate buses for Music (Biweekly BOE showcases, All State, etc.) and Art (PASS Program, special events); schedule PASS Program communication.
• Organize and maintain faculty records.
• Order bulk art supplies and assist with distribution.
• Assist in creating and publicizing performance (Music) and exhibition (Art) calendars.
• Assist in the scheduling of Board of Education performances and Boardroom exhibitions.
• Assist with marketing and publicizing events, including event programs, posters/flyers, social media campaigns, and/or exhibition labels.
• Coordinate Tech and Stage Crew for events (Music).
• Assist with art exhibition/display installation and removal.
• Assist with annual SFPS Art Calendar distribution.
• Assist with Music and the Art Department websites and social media account management.
• Other duties as assigned.

Resources Used in Performing Job Include (but are not limited to):

A wide variety of instructional materials and resources including electronic/digital equipment.

Physical/Cognitive Requirements:

Regularly required to stand; move throughout a room and/or facility; communicate verbally and electronically; use hands to handle or feel objects, tools, or controls and reach with hands and arms. Frequently required to stoop, kneel, crouch, and/or crawl. Occasionally required to sit, climb, balance, and drive. Regularly required to lift or exert force of up to 25 pounds; frequently required to lift or exert force of up to 50 pounds; and occasionally required to lift or exert force of up to 100 pounds. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus.

Environmental Conditions:

An office space with low to moderate noise levels. Occasionally exposed to outdoor weather conditions. Occasionally required to travel to other facilities within the school district.

Salary Range:

$29,120 to $33,612+

Personal Accountability:

• Demonstrates reliability as evidenced by attendance records and punctuality.
• Properly notifies supervisor and/or designee of absences or tardiness.
• Begins and completes work within the allotted time.
• Consistently appears in attire appropriate to the work environment.
• Demonstrates skill in the use of equipment, including its capabilities, limitations, and appropriate/special application.
• Protects SFPS' resources through appropriate and careful use of supplies and equipment.
• Utilizes appropriate body mechanics to prevent muscle strain/injury.

Santa Fe Public Schools does not discriminate based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, marital status, pregnancy, disability, age, veteran status, medical/genetic information, or any other characteristic protected by law.