Administrative Assistant

Administrative Assistant

The Administrative Assistant performs a wide variety of responsible office support and administrative functions. The Administrative Assistant position requires proficiency in a full range of general office services and processes, as well as knowledge of the department's services and work assignments. The Administrative Assistant must be able to work in a fast-paced work environment, perform multiple projects simultaneously, be a self-starter, and work independently.

Essential Duties

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Assist the Executive Assistant, County Manager, Maintenance Department, Fire Chief, and Administration Staff with clerical and administrative tasks.
• Provide General Reception Service in the Manager's Office during the hours of 8:00 am to 5:00 pm Monday through Friday.
• Greet customers of the department, by phone, in person, or through electronic media. Assesses public needs and explains services, processes, and procedures. Assist in resolving problems and ensuring satisfactory customer service. Process forms or applications to ensure accuracy and completeness; compute or verify data, enter data, and forward or file paperwork.
• Assist with creating, proofreading, and editing various documents.
• Proficient in a variety of office software applications, including Outlook/Google email, File Management, Word, Excel, Adobe, Canva, Publisher, and PowerPoint.
• Operate office equipment such as printers, copy machines, and fax machines. Serve as liaison with service and vendor personnel.
• Enter information into department records and services databases, ensure the accuracy and completeness of the data, and generate reports or outputs as needed.
• Responsible for collecting, processing, and disseminating mail for all departments.
• Responsible for delivery and collection to and from the U.S. Postal Service, UPS, or FedEx.
• Responsible for postage meter readings and ensuring sufficient funds are available for postage.
• Maintain department supplies and inventories. Track status, orders, and purchases, and maintain or distribute supplies as needed.
• File documents and develop or modify filing practices, including the use of electronic rather than paper records.
• Responsible for scheduling and maintaining agreements associated with Bataan Park, Fair Grounds, and the Gila Community Building.
• Coordinate and organize meetings and support department activities and functions.
• Schedule events/meetings for the Red Room and Commission Chambers.
• Assist in maintaining and monitoring the Grant County Website and Facebook Page, which includes postings associated with Grant County Government.
• Update and maintain contact lists for respective County departments and committees.
• 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.
• Must be able to meet deadlines and work under pressure.
• Applicant must disclose real or perceived conflicts of interest and must abide by the Governmental Conduct Act.
• Perform other duties associated with the position.

Minimum Qualifications

• High School diploma or equivalent recognized certificate.
• A minimum of two (2) years of diverse general clerical/administrative experience, preferably in a government setting.
• Must have the ability to operate a computer, its software, and general office equipment
• Valid New Mexico State Driver's License. Must have a good driving record to be insurable for liability purposes.

• Good organizational skills
• Good communication and interpersonal abilities.

Supplemental Information

Knowledge/Skills/Abilities:

• Basic arithmetic abilities and professional-level reading and writing abilities.
• Possess proofreading and grammar skills.
• Strong organizational, file management, and planning skills.
• Establish and maintain effective, professional working relationships with other employees, elected officials, 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 on time.
• Ability to communicate effectively, both orally and in writing.
• Ability to handle difficult situations involving customers, staff, or others in a professional manner.

Physical Demands:

• The work requires light-to-medium physical effort, which includes:
1. Frequent bending.
2. Frequent reaching.
3. Frequent lifting, pushing, pulling, or carrying items waist high, weighing up to 10 pounds.
4. Occasional lifting, pushing, pulling, or carrying items waist high, weighing up to 20 pounds.
5. Moderate to prolonged walking during site visits.
6. Coordinated use of eyes, ears, hands, and feet to operate a motorized vehicle
7. Good vision and hearing.

• Work irregular hours, including after hours if needed.

Conditions of Employment:

• Subject to and must pass a post-offer of employment Drug & Alcohol Analysis Test.
• Following a conditional offer of employment, complete a background investigation, which may include, but is not limited to: a criminal record search, driving record screening, reference check, and employment verification.
• Must not have any felony convictions related to the position.

Work Conditions/Description of Tools, Equipment, Work Aids Used, and Materials and/or Products Handled:

• Office environment. Works typically 8-5 Monday-Friday.
• May be required to attend out-of-town training and seminars.
• Skill in modern office procedures, methods, and equipment, including computers, computer applications such as word processing, spreadsheets, and statistical databases.