ADMINISTRATIVE ASSISTANT ADC Job at San Juan County, NM
Summary: Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the Adult Detention Center facility; coordinates schedules and maintains department calendars; prepares reports, processes invoices for payment and tracks budget expenditures.
Essential Job Functions: The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
Required Knowledge and Skills:
Education and Experience:
Environmental Factors and Conditions/Physical Requirements:
Equipment and Tools Utilized:
Essential Job Functions: The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
- Provides a broad range of administrative support to the department administrator and department staff; assists in training new support staff; assigns and reviews work of other support staff.
- Resolves problems, creates solutions and ensures the quality of the work products.
- Monitors budget, contracts and expenditures; collects, compiles and analyzes data and information; drafts reports for the department administrator as assigned.
- Coordinates the annual county budgeting process; monitors the budget cycle and department submittal timelines, organizes documentation, and coordinates the formal submittal process.
- Maintains department calendar; receives, opens, reviews and distributes mail; prepares purchase orders and vouchers; establishes and maintains filing procedures; coordinates and monitors assigned projects.
- Coordinates activities with other departments; gathers information and prepares documentation; responds to basic questions about department operations and programs; ensures effective communications with other agencies and functions.
- Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with County policy, procedures and guidelines.
- Coordinates personnel administrative actions; prepares required documentation for approval.
- Researches inquiries from employees with personnel questions; reviews and processes forms to execute personnel change transactions.
- Maintains department statistical and employee information; collects statistical data and compiles data for reports; updates and assures the accuracy of data bases; creates management reports.
- Utilizes the County payroll computer system to input, access, retrieve, and analyze data; updates automated and manual computer records and tracking systems.
- Types, edits and prepares correspondence, memoranda, letters, legal documents, information packets and other communications; responds to routine letters and composes general correspondence as directed.
- Answers phones and determines nature of the calls; logs and routes calls to appropriate individuals, offices, work units, divisions or departments to handle inquiries and complaints; takes and delivers messages.
- Performs other related duties as assigned.
Required Knowledge and Skills:
- Knowledge of County organization, operations, policies and procedures.
- Knowledge of administrative procedures, methods and practices.
- Knowledge of customer service principles, practices and techniques.
- Knowledge of a variety of computer software applications including Microsoft Office.
- Knowledge of County accounting and budgeting systems.
- Knowledge of the basic principles of record keeping and records management.
- Skill in following and effectively communicating verbal and written instructions.
- Skill in working independently and as a team member.
- Skill in assessing and prioritizing multiple tasks, projects and demands.
- Skill in coordinating calendars, appointments, room assignments and similar activities.
- Skill in researching, compiling and preparing reports and related information.
- Skill in following complex oral and written instructions, policies and procedures.
- Skill in the use of a personal computer and standard business software.
- Skill in communicating effectively, both orally and in writing.
- Skill in establishing and maintaining effective working relationships with elected officials, County staff and the general public.
Education and Experience:
- High School diploma GED equivalent and four (4) years of administrative, clerical or secretarial experience.
- Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.
Environmental Factors and Conditions/Physical Requirements:
- Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
- May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
- Work schedule for this position may include working on religious holidays.
- Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.
Equipment and Tools Utilized:
- Equipment utilized includes computerized and conventional office equipment.
TESTING IS REQUIRED PLEASE CONTACT HR TO SCHEDULE 505-334-4522
Type : INTERNAL & EXTERNAL
Location : ADULT DETENTION CENTER
Posting Start : 02/07/2023
Posting End : 02/20/2023
MINIMUM HOURLY RATE: $20.00
Please Note :
caminobluff.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, caminobluff.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.