Administrative Assistant

Position Overview

The Administrative Assistant carries out a broad range of responsible and complex administrative, secretarial, and clerical tasks to support their designated area. This role also involves interacting directly with the public to provide information and assistance concerning departmental policies and procedures.

Key Duties

• Deliver thorough and complex administrative and clerical support in an assigned functional area.
• Produce and proofread diverse documents including reports, letters, memos, and statistical charts, working from drafts or verbal instructions; independently draft correspondence related to assigned tasks.
• Maintain and coordinate schedules for activities, meetings, and events, collaborating with other city departments, the general public, and external agencies.
• Manage telephone and office inquiries; provide front desk support including handling applications, giving information, and processing payments; address complaints and questions about policies, processes, and precedents pertaining to responsibilities.
• Participate in various meetings by preparing agenda packets, taking minutes, and distributing information as appropriate.
• Keep detailed and accurate records, generating and submitting reports as required.
• Possibly prepare and manage payroll for the respective division.
• Oversee filing systems, records, and rosters by creating, implementing, and updating organizational methods.
• Operate office equipment such as copiers, fax machines, and computers; manage data entry and retrieval; maintain digital and physical filing storage.
• Track supply inventory, acquire estimates for purchasing, order supplies, and ensure procedural compliance.
• Draft documentation needed for procurement of supplies and equipment.
• Possibly process permit applications and conduct related data entry.

Additional Responsibilities

• May supervise clerical personnel, enforcing compliance with departmental policies and standards.
• Carry out related duties and assignments as necessary.

Qualifications

• An Associate's degree from an accredited institution in business.
• At least three years of administrative office support experience.
• Possession of a valid New Mexico Driver's License or ability to acquire one by hire date.
• Obtainment of a City Operator's Permit within six months following employment commencement.

Working Conditions

• Office setting with routine exposure to computer monitors.
• Functions may require prolonged sitting, walking, or standing, necessitating adequate physical stamina.