Executive Assistant to the County Manager

Administrative Assistant

This position provides primary administrative and staff support for the County Manager and County Commissioners. Employee prepares Commission meeting agendas and packets, performs general administrative functions for the Board of Commissioners and County Manager; and prepares correspondence, resolutions, ordinances, and other documents as required. Employee primarily works alone with or without explicit directions from supervisor. Employee consults with one individual or small groups of individuals, either on the telephone or in person, on a regular basis.

Essential Duties

Plan and prioritize items for the County Manager and Board of County Commissioners (BOCC) meetings. Responsible for maintaining confidentiality on all matters. Works with and acts as a liaison between the County Manager/County Commissioners, Department Heads, and the Public. Information/Community Liaison with BOCC and County Staff, vendors, the public, and the media. Manage the process of notifying the public, other interested persons, news media, and the government offices of the County Commission Meetings, regular, special, and emergency, County Committee Meetings, and all other meetings specified by Statute. Familiarity with the State of New Mexico Open Meetings Act. Responsible for timely response and management of Inspection of Public Records Request Act (IPRA) requests. Prepare various resolutions, ordinances, agreements, and contracts. Maintain files for correspondence, contracts, and various projects. Assist management on projects of strategic management. Assist the County Attorney in gathering and organizing information for tort claim notices and lawsuits. Assist the public in answering questions or in forwarding them to the correct department. Attend various committee meetings; take and record minutes. Schedule travel arrangements for the County Manager and Commissioners; contact travel agencies; airlines or other public transportation companies; schedules travel and delivers travel information to County traveler. Coordinate and print County-wide publications, special projects, and assignments. As required; proofread newsletters or releases; coordinate public relations notices and announcements through local media; perform routine correspondence with the public in response to general questions regarding County functions and programs; responsible for informational maintenance of the County website. Prepare various reports and documents; review content for accuracy and completeness; make grammatical and technical changes to content as needed; perform routine research and gather data as needed to compile or complete reports as requested by the County Manager. Set up, coordinate, maintain, and follow up with the calendar and appointments; apprise managers of activity schedule showing events activities, committee meetings, public hearings, and staff meetings. Transcribe, write, and maintain confidential letters and documents. Establish policies, ordinances, resolutions, and State and Federal laws. Produce written documents and business correspondence standards including English grammar, and formatting, with proper sentence construction, spelling, and punctuation. Manage projects as assigned by the County. Remain flexible in job assignments and tasks. Handle sensitive, delicate public relations situations with a high degree of firmness and cordiality. Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, zoom, and over the telephone. Conduct original research; make sound administrative analyses relating to policy and management problems. Comprehend and make inferences from written material in the English language. Work under pressure and meet deadlines (i.e. handling significant problems and tasks that come up simultaneously and/or unexpectedly). Will be required to assist with and/or perform duties of other departmental employees May be required to work irregular hours, attend job-related meetings, and perform all duties with minimal supervision. Applicant must disclose real or perceived conflicts of interest and must abide by the Governmental Conduct Act. Perform other related duties as assigned.

Minimum Qualifications

High School Diploma or GED certificate required, with some college preferred. Three (3) to five (5) years of experience in an executive office setting, preferably in a government office setting. Perform a variety of office duties involving various departments and personnel. Ability to understand and communicate in English verbally and written. Ability to use independent judgment and discretion on tasks and projects. Ability to multi-task and be flexible with job assignments. Must have the ability to operate a computer, its software, and general office equipment. Proficient in Microsoft Office. Valid New Mexico State Driver's License. Must have a good driving record to be insurable for liability purposes.

Supplemental Information

Knowledge/Skills/Abilities Knowledgeable in principles and practices of administration. Administrative research methods, techniques, and methods of report presentation. Ability to establish policies, ordinances, resolutions, and State and Federal laws. Business correspondence standards including English grammar, formatting, basic mathematics, spelling, and punctuation. Ability to manage projects as assigned by the County. Ability to remain flexible in job assignments and tasks. Handle sensitive, delicate public relations situations with a high degree of firmness and cordiality. Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, zoom, and over the telephone. Conduct original research; make sound administrative analyses relating to policy and management problems. Ability to produce written documents in the English language with clearly organized thoughts, with proper sentence construction, punctuation, and grammar. Ability to comprehend and make inferences from written material in the English language. Ability to work cooperatively with other Elected Officials, County Employees, and the Public. Ability to maintain confidentiality of all personnel, and other information. Strong organizational and interpersonal skills. Always use good judgment in determining work assignments. Ability to determine appropriate course of action in more complex situations. Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude. Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work. Ability to complete work assignments accurately and in a timely manner. Ability to communicate effectively, both orally and in writing. Ability to handle difficult situations involving customers, staff, or others in a professional manner. Possess good organizational skills. Possess good communication and interpersonal abilities.