Administrative Assistant

Administrative Support Specialist

Under general supervision, provides a variety of journey level secretarial and administrative office support work for assigned department or major program area; types a variety of correspondence, memoranda, and documents; maintains schedules and calendars; maintains files and records in accordance with departmental and County guidelines; provides information and assistance to department staff, outside consultants / contractors, outside agencies, and the general public regarding assigned area programs, policies, and procedures; routes and distributes mail; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department / program; arranges for travel and training for staff; and performs other duties as assigned. A job description is intended to present a general list of tasks / duties performed by employees within this job. Job descriptions are not intended to list all duties performed within the job.

Education and Experience : High School Diploma / GED Certificate and three years of experience providing the full range of administrative / office support functions for a department or large / major program or function that includes providing secretarial support duties, data entry, researching and compiling data, monitoring inventory, supplies, and budgets, coordinating schedules, special projects, and file and records maintenance.

Required Licenses or Certifications : Valid New Mexico Drivers License; some positions may require specific certifications and licenses within a specified time period after hire.

In area of assignment :

Coordinates the clerical and administrative support functions for the assigned department or major program area; coordinates, prioritizes, and monitors the support functions for a variety of projects and is accountable for the end results; serves as resource to the assigned department / program; solves problems using sound reasoning and judgment to develop practical solutions based on established guidelines, rules and regulations; interprets policies and procedures to put information together to address issues / problems; assists with implementation of new policies, procedures and practices; drafts and composes a variety of routine to more complex correspondence and reports; serves as record-keeper of meetings; and schedules meetings and appointments.

Types and proofreads a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, agenda items, statistical charts, and other documents and material; types from rough draft, verbal instruction, or transcribing machine; and independently composes documents related to assigned area of responsibility.

Screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; researches information related to department regulations and office policies; refers callers to proper authority; assists the public and other department staff in interpreting and applying policies and procedures; and may sort and distribute mail.

Maintains calendar of activities, meetings, and various events for assigned staff; makes appointments and maintains appointment calendars; coordinates activities with other County departments, the public and outside agencies; schedules and reserves meeting rooms; coordinates and processes staff travel arrangements.

Operates a variety of office equipment including copiers, facsimile machine, scanners, and computer; utilizes various computer applications and software packages; enters data; maintains and generates reports from a database or network systems; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department / program; and organizes and maintains storage and filing.

Assists with compilation of a variety of studies and annual / other reports; maintains website and a variety of information brochures and flyers; designs and prepares department / program invitations, awards, and certificates; coordinates and works with individuals from all levels within the organization; and assists the department or program with other related support functions.

Provides support to the department management and others as assigned; serves on a variety of committees as assigned; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, County policies and procedures, rules and regulations.

When assigned to Public Works : Serves as first point of contact for vehicle maintenance and external entities / vendors; processes work orders; reports utilization of services; makes operational and process improvement recommendations; assigns unit numbers, manages user ID's and pins; assists in pick-up and delivery of county units; monitors use of county vehicles; completes vehicle entry into fleet system.

Coordinates and assists with personnel related functions including submitting requisitions; assist with new hire interviews; ensures new employees have the equipment and basic information needed; and providing basic training to new staff.

When assigned to Economic Development : Provides support to department business tenant operation to include tenant interface, billing and property management and leasing practices.

Sandoval County offers benefits to full-time and part-time employees working 20 hours or more a week including : Health Care, Dental, Vision, Flexible Spending Account, Life Insurance, Long-Term and Short-Term disability insurance, Holiday pay, Vacation and Sick Leave, Deferred Compensation Plan. Sandoval County non-union, non-safety positions are part of the Municipal Plan 2. Contributing 16.55% and employees contributing 3.65% to the Public Employee Retirement Plan (PERA).