Administrative Assistant - County Manager (Finance)

NOTICE TO APPLICANT
This position will close at 12:00AM MST on the End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

**An assessment will be administered for this position**

Job Description

PURPOSE SUMMARY. Under the direction of the Executive Administrative Assistant, the Administrative Assistant is responsible for support to the County Manager through the performance of a wide variety of complex and confidential administrative duties and support functions. This position is part of a supportive team environment that values professionalism, service excellence, and community commitment. This position will provide exposure to county government operations and the opportunity to work directly with elected officials, department heads, and community leaders. The role offers insight into local government decision-making processes and the chance to contribute to initiatives that directly impact Doña Ana County residents and communities.

ESSENTIAL DUTIES.

Perform a wide variety of high-level administrative support functions for the County Manager including but not limited to:

1. Administrative Support

• Serve as the first point of contact to the public. Answer calls, greet and receive visitors. Determine nature or purpose of visit and direct visitors to specific destinations.
• Act as liaison between the County Manager and staff, departments, constituencies, vendors, members of the public, and the media. An understanding of the departments and their functions is required.
• Receive and distribute mail and process outgoing mail. Log, prioritize and route correspondence.
• Maintain appointment and meeting schedules. Coordinate meetings and conferences including room reservations, setup, presentation technology and any other arrangements to ensure the success of the meeting.
• Room reservation coordination. Coordinate, schedule and maintain calendar of events for the Board of County Commissioners (BOCC) Chambers, Administrative Conference Room, and County Manager Conference Room.
• Assist with the coordination of events, and ceremonies. Coordinate or assist with other office or department activities as requested.
• Arrange travel schedules, reservations, prepare itineraries, and coordinate reimbursement.
• Coordinate schedules, travel arrangements, agendas, and any other logistics for candidate interviews.
• Attend meetings, post legal notices, and take minutes as required.
• Monitor critical action items and ensure that the assistant county managers or department heads are briefed and have the necessary material to participate in meetings, conferences, and other events.
• Prepare and maintain a variety of files and records (digital and physical copy) related to the departments supported; ensure accurate records and files are maintained.

2. Timekeeping and Budget Management

• Coordinate and perform timekeeping and payroll functions for supported areas.
• Answer questions and provide advice to employees and supervisors on procedures related to pay and leave accrual/usage.
• Verifies the accuracy of preliminary payroll and submits corrections as necessary.

• Function as the point of contact on department budget matters

• Prepare, examine, and analyze accounting records of department or vendor to verify accuracy of figures and make necessary corrections or list discrepancies for adjusting,
• Prepare monthly revenue and expense reports.
• Monitor expenditures and revenue. Oversee, coordinate, and monitor internal controls and processes for general accounting functions.
• Prepare and process various business transactions (e.g., purchase orders, invoices, payment requisitions, reimbursements, vendor contracts, etc.).

3. Procurement and Resource Coordination

• Order and maintain office supplies, equipment, and related inventories.
• Become familiar with New Mexico State Statutes for procurement and follow proper procedure as stated in County policy.
• Maintain up-to-date and accurate asset management for departments as assigned.

4. Communication and Customer Service

• Respond to requests for information and assistance from employees, constituents, and others.
• Create intake documentation for constituent complaints and enter information into the appropriate system.
• Research requests and complaints. Respond in person, by telephone, or in writing as appropriate, in accordance with established policies and regulations.
• Compose, type, edit, and/or review a variety of correspondence for management, staff, the public, or media (e.g., reports, letters, memoranda, spreadsheets, etc.) and ensure accurate spelling, grammar, punctuation, composition, and accuracy of information.
• Demonstrate continuous efforts to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

5. Board of County Commissioners Support

• Prepare the Chambers for meetings with name plaques for the Commissioner, County Manager, Assistant County Managers, County Attorney, and place holders for any additional reserved seating.
• Assist with compiling agenda for the County Manager and Commissioners.
• Prepare memorandums and obtain authorization for the use of employee names and photos featured in recognition items included on the agenda. Verify employee attendance at BOCC meetings for service award recognition.
• Examine and/or compose reports based on research findings as assigned. Assist with tracking legislation. Review and evaluate other materials to determine action needed or if additional information is needed.

6. Responsible for knowing and abiding by all department and County policies and procedures.

7. Responsible for maintaining confidentiality in all matters.

ADDITIONAL DUTIES.

• Provide back-up support for the Executive Administrative Assistant and the Switchboard Operator as necessary.
• Provide back-up support for the Events Coordinator in event planning and set-up as necessary.
• Other related duties as assigned.

QUALIFICATIONS.

Education. High school diploma or equivalent.

Experience. Five (5) years' full time-time experience in increasingly responsible administrative, accounting, budgeting, or support services experience. Bilingual (English/Spanish) preferred.

Education/Experience substitution. In accordance with County policy.

Licenses/Certifications. Valid driver's license. Must maintain an acceptable driving record in accordance with policy.

Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass a background check and driver's license record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Must have knowledge of:

• Principles and practices of administration.
• Administrative research methods, techniques, and methods of report presentation.
• Established Policies, Ordinances, Resolutions and state and federal laws.
• Principles and procedures of budget preparation, control, financial record keeping and reporting.
• Business correspondence standards including English grammar, formatting, basic mathematics, spelling and punctuation.
• Computer software; proficient in Microsoft Office and Adobe.

Must have the ability to:

• Foster a culture of continuous improvement, mutual support, and dedication to transparent, effective public service. Team members work cooperatively across departments to achieve county-wide objectives and serve the citizens of Doña Ana County.
• Maintain confidentiality and demonstrate the appropriate level of discretion as it relates to sensitive and confidential matters.
• Use considerable tact, discretion, professionalism, and independent judgment.
• Provide excellent customer service including the handling of sensitive and/or delicate public relations situations with an appropriate tact, diplomacy, and customer service.
• Be productive and efficient under varying volumes of workload and shifting priorities.
• Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone.
• Produce written documents in the English language with clearly organized thoughts, with proper sentence construction, punctuation, and grammar.
• Comprehend and make inferences from written material in the English language.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).
• Develop professional relationships and work cooperatively with various constituencies including Elected Officials, County employees, and the public.
• Plan and prioritize assignments and projects. Manage information flow in a timely and accurate manner.

Must be skilled in:

• Exercising independent judgement in various situations to determine appropriate action.
• Fact-finding, problem analysis, problem resolution and development of action plans to solve problems.
• Communicating effectively (orally and in writing).
• Planning, organizing work and meeting deadlines.
• Prioritizing projects and assignments.
• Attention to detail. Excellent writing, proof reading, and editing skills.

Compensation Range
$18.24 - $29.16

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.