Administrative Assistant

Administrative Assistant

Performs a wide variety of administrative support duties of a highly responsible and confidential nature to support section management and staff.

Work is performed in a standard office environment.

Light physical demands; frequent use of a personal computer and standard office equipment.

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

First consideration may be given to current City of Las Cruces employees who meet the minimum qualifications. Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process. This recruitment will be used to fill a full-time, regular, non-exempt position in the Parks and Recreation Department, but may be used to fill other Administrative Assistant positions including full-time, part-time, temporary, contract, or other similar positions that become available in other City Departments. This position is graded RN08.

Duties and Responsibilities

• Coordinates office activities, maintains departmental calendars, schedules and coordinates meetings, and makes facility reservations; develops, recommends, and implements office procedures and systems to ensure efficient operations and support functions of the assigned section.
• Interacts with customers to provide the appropriate level of assistance and response to inquiries, issues of concern, and requests for information, or explanation, regarding various services, processes, policies, and procedures; may refer matters requiring interpretation, or technical expertise, to the appropriate staff for action and resolution.
• Takes messages and refers calls and inquiries to the appropriate person; provides information, as authorized, of a specialized nature regarding policies, procedures, and programs to provide timely and accurate assistance and information.
• Creates, reviews, maintains, and updates records in various automated systems, formats, and mediums to ensure data integrity and adherence to internal controls, practices, and policies.
• Processes various transactions, prepares, distributes, and tracks information, completes necessary forms and packets as authorized and directed in accordance with established policies and procedures; develops and updates relevant standard operating procedures to maintain current documentation of processes.
• Researches and compiles a variety of information and data; prepares and presents various special and recurring reports related to projects, inquiries, customer service issues, and departmental functions to meet established deadlines.
• Accurately prepares a variety of correspondence, memorandums, agreements, meeting minutes, reports, technical specifications, and other documents according to established standards and requirements.
• Assists in the administration of department budgets, procurement processes, invoice and payment processing, and other accounting functions to maintain appropriate records and documentation.
• Orders supplies and maintains various inventories; prepares, routes, and maintains personnel related documents and maintains personnel or confidential employee records and files; collects and processes time reporting records; serves as recording secretary on various committees or boards to record and transcribe minutes; makes travel arrangements and completes and processes various forms and applications.
• Provides oversight and training to other support staff to ensure established processes and procedures are followed; prioritizes and develops schedules to ensure appropriate levels of service and support; reviews work to verify accuracy, completeness, and compliance.

Administrative Assistant is distinguished from other administrative support classes by providing support to a Section Administrator. As such, incumbents apply specific knowledge of policies and procedures of an assigned Section in order to organize and coordinate work, relieve the Section Administrator of the more routine administrative detail, and serves in a confidential role to the Section Administrator.

Minimum Qualifications

High School Diploma or GED AND four (4) years of experience performing advanced administrative support functions utilizing basic and specialized computer applications. Equivalent to an Associate Degree in Computer Technology, Pre-Business, or related field may be preferred. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certification(s)

Valid driver's license and Notary Public registration may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies. Bilingual skills (English/Spanish) may be preferred. Additional technical certifications and training may be required for some incumbents in this job class.

Knowledge, Skills, and Abilities

Knowledge of: principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; City organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to: perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives.

Skills in: reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures; effectively managing assignments; responding to inquiries timely and within the scope of delegated authority; responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions; effectively working independently, or as a team member, in various environments with changing priorities; preparing and presenting various reports, documents, forms, and correspondence; researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating appropriate and effective interpersonal communication and conflict resolution skills; performing highly effective support in assigned areas.