Job Description

Administrative Assistant

An Administrative Assistant performs highly complex and responsible duties contributing to the Department/Division's operations and management by providing administrative support to staff, performing special analytical functions, processes, procedures, systems and leadership of other support staff. Duties include handling financial/budgetary matters, timekeeping/payroll/personnel issues, conducting management studies, and overseeing staff/volunteers, office services, supplies, equipment, records and facilities. Duties may also include production of informational materials and publications; assisting with special functions, programs or projects, and maintenance of websites. Uses initiative and individual judgment while keeping higher level management fully apprised.

Education / higher education: Associate's Degree

For required college degrees, applicable field(s) of study: Public or Business Administration, Secretarial Science, Industrial Engineering, Accounting, Finance or a related field.

Minimum number of years of directly related experience: Two years of experience in a position whose duties include mid-level administrative support, operations research, organizational/departmental methods analysis, statistical analysis, and/or productivity work measurement studies. In lieu of an Associate's degree, incumbent must possess four years of relevant experience.

Education and/or experience preferences: Significant related experience using Microsoft Software used in the office environment such as Word, Excel, Access, Powerpoint or Publisher; Outlook and Sungard/HTE software

Driver's License requirement: Infrequent Driver -- Regular Driver's License Required Endorsements: None

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: None

Preferred certifications, licenses or registrations: Notary Public

Knowledge: The principles of work measurement and activity analysis; The principles of statistical methods and techniques; Municipal budget methods and procedures; Computerized accounting principles and practices; Research methods, techniques, and reporting methods; and Computer systems and applications; Modern office practices and procedures; Principles of English usage, spelling, grammar, proofreading and editing; City governmental processes as they relate to City matters, administrative procedures, general management policies, and City structure; Report writing techniques, basic research techniques and their applications; General business operations and functions related to office management.

Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (must test at or above 30 net WPM). Use of technology, equipment and software typically used in the office environment. Make arithmetic and mathematical calculations quickly and accurately; Understand and follow oral and written instructions; Organize, coordinate and complete tasks to meet scheduled deadlines. Accurately type documents quickly enough to be able to timely complete assignments and produce an acceptable volume of work; complete work assignments with minimal supervision; operate computers and other modern office equipment, including online computer systems and related equipment.

Abilities: Analyze issues, independently make decisions and exercise good judgment in administrative management tasks; establish and maintain effective working relationships with other City employees, elected officials and the public; employ work measurement techniques and conduct studies and research with minimal supervision; determine needs, gather, analyze, evaluate, and present data on departmental/divisional functions and operations; maintain complex records efficiently and accurately and to prepare clear and concise reports; communicate effectively both orally and in writing; use logical and creative thought processes to develop solutions; perform necessary procedural matters without immediate supervision; understand and follow oral and written instructions; organize, coordinate and complete tasks to meet scheduled deadlines.

Interaction with Groups/Agencies/Entities: Internal: Works with City staff at all levels on administrative and operational issues and special projects. External: Works with contractors, vendors, customers, and the general public.

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

• Assist Management and Staff with administrative tasks Perform a variety of administrative support activities such as: accurately type, generate, proofread, and distribute a variety of documents such as memorandums, letters, council action forms, resolutions, travel request forms, publications, newsletters, brochures and other department forms and technical documents using the necessary software and computer equipment; schedule appointments and prepare travel itineraries and reservations; copy, fax, and distribute a variety of forms and correspondence for staff; process daily incoming and outgoing mail; attend meetings and take/transcribe meeting minutes. Fills-in where needed in the absence of other lower-level administrative support staff.
• Operations - Evaluate the department's administrative methods and procedures and recommend solutions to management in order to improve workflow and office productivity. Conduct research and analysis on administrative and operational problems, and prepare reports and recommendations to include cost analyses, comparative statistics, and program review data. Monitor programs, staffing, supplies and equipment utilization, report variances to management and prepare reports and recommendations to include cost analyses, comparative statistics, and program review data. Develop, distribute and communicate changes in operating policies and procedures.
• Programs May process program registrations, withdrawals, adjustments and refunds. May assist with (or may manage) special events, programs and activities as assigned. May update websites.
• Finance, Accounting Payroll, Budget - Coordinate the collection and preparation of operating reports including time and attendance records, terminations, new hires, transfers, leave, performance statistics; enter data into various spreadsheets and/or databases; monitor and report to the manager or supervisor on variances including vehicle and equipment utilization, maintenance, contractual agreements services and obligation of the department or program, and the department or program budget. Coordinate collection, preparation and monitoring of budget expenditures; prepare budget modifications and recommendations for management review and approval. May process refunds or make daily deposits to bank.
• Office Environment -- Oversee contractor and vendor services including computer and office equipment acquisitions, maintenance and repairs, facilities maintenance, records management and coordinate the purchase and installation of computer and office equipment; maintenance and control of inventory supplies in accordance with the procurement code and City credit card policy standard operating procedures.
• Other May administer volunteer programs.

Additional Essential Functions if assigned to Development Services:

• Provides administrative support to Development Services.
• Oversees, maintains, and updates Department's standard operating procedures and processes manual. Serves as point-of-contact for Department staff regarding standard Department practices and procedures.
• Issues administrative permits and provides customer assistance for issuance of such permits, including but not limited to home occupations, political signs, and subdivision signs.
• Conducts research and writes informational correspondence via public record request and City web site (Zoning, Planning & Building)

Prepares Agenda and coordinates distribution of Planning and Zoning Board packets and CIPCAC including Granicus.

Additional Essential Functions if assigned to Utilities:

• Conducts research and writes informational correspondence via public record request and City web site
• Prepares and Coordinates mailing of Utilities Commission packets, including Standing Committees.
• Serves as scribe to the Utilities Commission at nightly meetings and Saturdays, as required.

Additional Essential Functions if assigned to Police Department:

• Provide Administrative Support to the Training & Recruiting Division
• Meet requirements set forth by the National Crime Information Center in order to view information contained therein.
• Facilitate payment & reservations for employee training

Additional Essential Functions if assigned to Animal Resource Center:

• Conducts research and writes informational correspondence via public record request (IPRA)
• Meet requirements set forth by the NM State Statues and applicable state, federal laws and local ordinances
• Oversees veterinarian billing, PO entry, City permits and licenses to include DEA Permit, NM Board of Pharmacy Vet Clinic License and Controlled Substance License and State Board if Veterinarian Inspection
• Oversees, maintains, and updates ARC's standard operating procedures and processes manual. Serves as point-of-contact for Department staff regarding standard Department practices and procedures.
• Provides administrative support, provides customer assistance, training, and back up to the front Office Assistants

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