Administrative Assistant

Job Title

This position is within the Community Development Department, Division of Affordable Housing for Santa Fe County.

Job Description

The primary purpose of this position is to schedule appointments; communicate with employees, vendors, and customers; take and transcribe dictation, and otherwise relieve officials of clerical work and minor administrative and business detail.

Essential Job Functions

The essential job functions include composing correspondence for approval and signature; maintaining staff and departmental calendars; coordinating meetings between staff and the public; making travel arrangements for staff and County officials; arranging forums and meetings, reserving meeting space and informing public through media sources; assembling documents, correspondence, reports, and reference material by which administrative decisions may be based; developing and maintaining records management system; shredding/disposing of records as approved; recording and completing staff time sheets; preparing documents for mailing; receiving and distributing mail; receiving telephone calls, routing to appropriate staff member and/or taking messages; greeting, assisting, and providing information to staff and the public; responding to or forwarding emails; generating purchase requisitions; ordering office supplies; maintaining office equipment maintenance contracts; training office staff on procurement policies and procedures; accepting documents from customers and reviewing for completion; processing forms and documents manually and in computer system; tracking forms and data; collecting money, depositing funds, and balancing cash drawers; entering data and maintaining databases; running reports as required; attending meetings; taking and preparing minutes; drafting contracts and agendas for supervisory approval; assisting in editing and designing special project reports; serving as liaison between assigned division and other County departments; and assisting with Spanish translation if able.

Minimum Qualifications

High school diploma or equivalent; and four (4) years of experience in a business environment; or any combination of college education, training and experience in public and/or business administration totaling four (4) years. Relevant education may be substituted for experience at a rate of 30 semester hours equal to one (1) year experience.

Supplemental Information

Working conditions include performing duties in an office setting, which may include overtime hours. The employee is regularly required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; and talk or hear. Clarity of vision at short distance is required. May be required to lift up to 20 pounds. On occasion, may be exposed to dust, fumes, airborne particles, or allergens; to excessive noise; to working near hazardous or moving equipment or machinery; and to hostile, violent, or offensive individuals. May rarely use protective clothing, equipment, devices, or materials. May be subject to exposure to CRTs, VDTs and UV rays. Conditions of employment include passing a County paid pre-employment physical and drug/alcohol screening, a county paid criminal background screening, and possessing and maintaining a valid New Mexico Class D Driver's License.

Benefits

Santa Fe County offers a comprehensive benefits package to eligible, full-time and part-time employees who work 20 hours per week. Benefits include medical, dental, vision, life insurance, accidental death & dismemberment (AD&D) insurance, voluntary life and AD&D, short-term disability, long-term disability, flexible spending account (FSA), employee assistance program (EAP), and gym membership.