Senior Administrative Assistant Temporary Position CABQ

Senior Administrative Assistant

ATA Services Inc is currently looking to hire a Senior Administrative Assistant to work on a temporary assignment with the City of Albuquerque.

Start Date: ASAP

Pay Rate: $17.00 per hour with weekly pay

Location: Albuquerque NM, In Person only

40 hours per week; Monday - Friday 8am - 5pm

Position Summary

Perform a variety of highly responsible and complex administrative support functions for a department director or an assigned division head; oversee and direct office activities and act as a liaison between the City and outside agencies and the general public. 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.

Supervision Received and Exercised

Receive direction from a department director or division head. May exercise direct supervision over lower level administrative and/or clerical staff.

Essential and Supplemental Functions

Essential Functions: (Essential functions may include, but are not limited to the functions listed below)

• Provide highly responsible and complex administrative support to an assigned department director or division head; coordinate and schedule various meetings, events and public activities; coordinate activities with other City departments, the public and outside agencies.
• Represent the assigned department to public and private groups, organizations and other City departments; act as a liaison and provide information and assistance as appropriate.
• Attend a variety of meetings; prepare correspondence, memoranda, documentation and presentation materials for meetings; prepare minutes from meetings; disseminate information to City staff.
• Participate and assist in the preparation of the budget; attend budget meetings; monitor expenditures and recommend budgetary adjustments.
• Provide assistance and coordinate a variety of special projects; collaborate and negotiate with outside contractors; review work of outside contractors to ensure compliance with specifications.
• May participate in the selection, supervise, assign and review the work of lower level staff; provide or coordinate staff training; implement discipline or corrective measures, as appropriate.
• Analyze, monitor and review all personnel actions; advise division head on recommendations; maintain required documentation of terminations, discipline and other personnel issues.
• Perform routine functions including receiving and verifying time cards, providing assistance in processing payroll or preparing mileage and travel reimbursement documentation.
• Operate a variety of office equipment including but not limited to, a typewriter, adding machine, computer, fax and scanner.
• Receive, screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner.
• Review, research and summarize a variety of fiscal, statistical and administrative information; prepare related reports and correspondence.
• Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
• Monitor program compliance with laws, rules and regulations related to provision of assigned department services.

Supplemental Functions:

• Ensure document, correspondence, studies and other related information is prepared in accordance with fiscal policy.
• Procure division equipment and materials; prepare requests for proposals and technical specifications pertaining to assigned area of responsibility.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
• May be required to respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.
• Perform related duties and responsibilities as required.

Minimum Education and Experience Requirements

Related education and experience may be interchangeable on a year for year basis. Associate's degree in Business Administration or two (2) year technical certificate in office administration or related field, plus four (4) years of administrative office support experience.

Additional Requirements: Dependent on position may require a New Mexico Driver's license and a City Operator's Permit (COP).

Preferred Knowledge

1. Municipal budget preparation principles and practices
2. Office procedures, methods and equipment including a computer and applicable software programs
3. Business letter writing and basic report preparation
4. Principles of supervision, training and performance evaluation
5. Basic principles of accounting
6. English usage, spelling, grammar and punctuation
7. Pertinent Federal, State and local laws, codes and ordinances
8. Principles and procedure of modern personnel systems

Preferred Skills and Ability

1. Plan, organize and schedule office priorities
2. Perform highly responsible and complex administrative work involving the use of independent judgment and personal initiative
3. Interpret and apply City policies and procedures
4. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
5. Computer software within assigned area
6. Communicate clearly and concisely
7. Perform the essential functions of the job with or without reasonable accommodation
8. Establish and maintain cooperative working relationships with those contacted in the course of work

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.

ATA Services, Inc., expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.