Administrative Assistant

Position Summary

Perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of an assigned area of responsibility and provide information and assistance to the public regarding departmental policies and procedures. Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Essential and Supplemental Functions

ESSENTIAL FUNCTIONS: Essential functions may include, but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

1. Provide responsible and complex administrative and clerical duties in support of an assigned area of responsibility.
2. Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities.
3. Maintain a calendar of activities, meetings and various events; coordinate activities with other City departments, the public and outside agencies.
4. Screen office and telephone callers; provide front counter assistance, including accepting applications, providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents relating to assigned responsibilities.
5. Attend a variety of meetings; prepare and compile agenda packets; take and prepare minutes; disseminate information, as appropriate.
6. Maintain detailed and accurate records; provide, create and submit reports as required.
7. May prepare and maintain payroll for assigned division.
8. Maintain department filing, records and rosters; develop, implement and modify filing systems.
9. Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.
10. Maintain inventory of supplies; obtain estimates for ordering purposes; order supplies as needed; ensure compliance of policies and procedures.
11. Prepare a variety of documents for the purchase of supplies and equipment.
12. May receive and process permit applications; perform data entry for permit applications as required.

SUPPLEMENTAL FUNCTIONS:

1. May lead or supervise clerical staff; ensure compliance with departmental guidelines, policies and procedures.
2. Perform related duties and responsibilities as required.

Minimum Education, Experience And Additional Requirements

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis. Associate's degree from an accredited college or university in business; and Three (3) years of office administrative support experience. ADDITIONAL REQUIREMENTS: Possession of a valid New Mexico Driver's License or the ability to obtain by date of hire. Possession of a City Operator's Permit (COP) within six (6) months from date of hire.

Working Conditions

Environmental: Office environment; exposure to computer screens. Physical: Essential and supplemental functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time.