Job Purpose:
Primarily supports the Broadband Deficiencies Correction Program (BDCP) to increase effectiveness and efficiency through managing financial documentation and payments, communications, implementing measures, and coordination of multiple tasks, assignments and responsibilities. Secondarily, the position will support other administrative or financial functions as determined by the Director. Under limited supervision, performs and/or oversees a variety of associated contracting, administrative, fiscal, staff support, and field activities. This position utilizes specialized knowledge and skills, such as eBuilder for project management and experience working with various types of district/school and vendor/contractor administration documentation, coordinating the preparation, editing, and distribution of correspondence, reports, studies, and forms, and/or specified information-gathering projects and tasks.
Duties and Responsibilities:
• Develop and facilitate high-quality and high frequency communications
• Assist schools with the financial aspect of broadband expansion projects
• Present potential funding options
• Develop and track program agreement templates (Letters of award, Memoranda of Understanding etc…)
• Develop and interpret timelines, tasks, responsibility matrix
• Participate in progress meetings
• Prepare project closeout documentation
• Approve/process progress and final payments or reimbursements to schools and vendors
• Provides and/or oversees Broadband and IT group support activities such as; assisting, researching and resolving problems and inquiries, reviewing and maintaining control of incoming and outgoing correspondence, providing follow-up on commitments and resolution on a variety of day-to-day matters
• Provides administrative management and coordination of calendars, schedules, meetings, program functions, and/or special events and travel arrangements, as appropriate, may include coordination across multiple organizational units or departments
• Serves as a central point of contact and liaison with internal PSFA work groups and external constituencies; such as school districts, charter schools, other state agencies, design professional and contractors
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, utilizing data from a variety of sources
• Oversees and/or performs a range of diverse administrative activities
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department
• Performs desktop publishing
• Creates and develops visual presentations
• Establishes, develops, maintains and updates filing system for the department. Retrieves information from files when needed
• Organizes and prioritizes large volumes of information and calls. Explains policies when appropriate
• Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
• Works independently and within a team on special nonrecurring and ongoing projects
• Acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
• Supports all phases of the BDCP, e.g. data collection and validation, reporting and analysis
• Helps maintain systems for the BDCP, such as routine website design changes and postings, approvals within e-Builder, etc.
• Validate GIS system updates. Update and ensure the accuracy of the organization's databases
• Performs other duties as assigned
Knowledge, Skills, and Abilities Required:
• Strong interpersonal and communication skills. Ability to communicate verbally (by phone, videoconference platforms) and in writing with a large number of school representatives.
• Knowledge of financial principles and computerized information systems used in financial and/or accounting applications
• General knowledge of contract negotiations and contract documents
• Skill in organizing resources and establishing priorities.
• Skill in the use of personal computers and applications, advanced skills in the MS Office Suite.
• Ability to create, compose, and edit written materials.
• Attention to detail and ability to gather, analyze and manipulate data, compile information, and prepare reports.
• Ability to establish priorities to perform assigned tasks timely and accurately under pressure of deadlines and additional unexpected tasks.
• Strong interpersonal communication skills and the ability to work effectively with a wide range of constituencies in a diverse state.
• Ability to quickly assess and even anticipate emerging situations, applies problem-solving skills, and ensures successful resolution through high frequency follow‐up action.
• Must be detailed and customer service oriented.
• Exercises good judgment, diplomacy, and good coping skills in all matters.
Knowledge, Skills, and Abilities Desired:
• General knowledge of state procurement rules and E-rate program rules and funding
• General knowledge of IT/networking and technical concepts.
Minimum Education and Experience:
Two year college degree in a business related field or 5 to 7 years’ experience directly related to the duties and responsibilities specified. Experience or education may be substituted for one another at the discretion of the Director.
Supplemental Information:
Other Requirements: State travel is required occasionally. Must possess and maintain a valid New Mexico driver’s license.
Job Type: Full Time- Perm Salary: 45,000 – 52,000 DOE
Base of Operations: Albuquerque, NM Closing date: Open until filled
Executive Order 2021-046 requires all employees with the State of New Mexico to provide either proof of COVID-19 vaccination or proof of a COVID-19 viral test every week. Links to the referenced Executive Order and Public Health Order can be found on the State Personnel Office website homepage: www.spo.state.nm.us
Public School Facilities Authority is a state agency that offers excellent benefits, including membership in the Public Employees Retirement Association of NM.