Location : Bernalillo, NM
Job Type: Unclassified Term
Job Number: 2023-00129
Division: Community Services
Department: Community Services DWI & Prevention Program
Opening Date: 12/27/2023
Closing Date: 1/10/2024 11:59 PM Mountain
General Purpose
Under general supervision, provides a variety of journey level secretarial and administrative office support work for assigned department or major program area; types a variety of correspondence, memoranda, and documents; maintains schedules and calendars; maintains files and records in accordance with departmental and County guidelines; provides information and assistance to department staff, outside consultants/contractors, outside agencies, and the general public regarding assigned area programs, policies, and procedures; routes and distributes mail; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department/program; arranges for travel and training for staff; and performs other duties as assigned.
Minimum Qualifications
Education and Experience:
- High School Diploma/GED Certificate and three years of experience providing the full range of administrative/office support functions for a department or large/major program or function that includes providing secretarial support duties, data entry, researching and compiling data, monitoring inventory, supplies, and budgets, coordinating schedules, special projects, and file and records maintenance.
- Valid New Mexico Drivers License; some positions may require specific certifications and licenses within a specified time period after hire.
Essential Job Functions
In area of assignment:
- Coordinates the clerical and administrative support functions for the assigned department or major program area; coordinates, prioritizes, and monitors the support functions for a variety of projects and is accountable for the end results; serves as resource to the assigned department/program; solves problems using sound reasoning and judgment to develop practical solutions based on established guidelines, rules and regulations; interprets policies and procedures to put information together to address issues/problems; assists with implementation of new policies, procedures and practices; drafts and composes a variety of routine to more complex correspondence and reports; serves as record-keeper of meetings; and schedules meetings and appointments.
- Types and proofreads a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, agenda items, statistical charts, and other documents and material; types from rough draft, verbal instruction, or transcribing machine; and independently composes documents related to assigned area of responsibility.
- Screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; researches information related to department regulations and office policies; refers callers to proper authority; assists the public and other department staff in interpreting and applying policies and procedures; and may sort and distribute mail.
- Maintains calendar of activities, meetings, and various events for assigned staff; makes appointments and maintains appointment calendars; coordinates activities with other County departments, the public and outside agencies; schedules and reserves meeting rooms; coordinates and processes staff travel arrangements.
- Operates a variety of office equipment including copiers, facsimile machine, scanners, and computer; utilizes various computer applications and software packages; enters data; maintains and generates reports from a database or network systems; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department/program; and organizes and maintains storage and filing.
- Assists with compilation of a variety of studies and annual/other reports; maintains website and a variety of information brochures and flyers; designs and prepares department/program invitations, awards, and certificates; coordinates and works with individuals from all levels within the organization; and assists the department or program with other related support functions.
- Provides support to the department management and others as assigned; serves on a variety of committees as assigned; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, County policies and procedures, rules and regulations.
- Serves as first point of contact for vehicle maintenance and external entities/vendors; processes work orders; reports utilization of services; makes operational and process improvement recommendations; assigns unit numbers, manages user ID's and pins; assists in pick-up and delivery of county units; monitors use of county vehicles; completes vehicle entry into fleet system.
- Coordinates and assists with personnel related functions including submitting requisitions; assist with new hire interviews; ensures new employees have the equipment and basic information needed; and providing basic training to new staff.
Supervisor varies by position. This classification does not exercise supervision over lower level staff.
Sandoval County offers benefits to full-time and part-time employees working 20 hours or more a week including: Health Care, Dental, Vision, Flexible Spending Account, Life Insurance, Long-Term and Short-Term disability insurance, Holiday pay, Vacation and Sick Leave, Deferred Compensation Plan.
Sandoval County non-union, non-safety positions are part of the Municipal Plan 2. Contributing 16.55% and employees contributing 3.65% to to the Public Employee Retirement Plan. (PERA)
01
Which of the following best describes your level of education in the related field for this position?
- No High School Diploma or GED
- High School Diploma or GED
- Associates Degree
- Bachelor's Degree
- Master's Degree
- Ph.D./PsyD/Ed.D/M.D./D.O/Doctorate
02
Do you have three (3) years of experience providing a full range of administrative/office support functions for a department or large/major program?
- Yes
- No
03
Briefly describe when and where you obtained your experience stated above.
04
I understand that if I do not attach a copy of my High School Diploma/GED Certificate, Degree or transcripts from an accredited institution showing degree conferred/awarded that my application will not be considered.
- I Understand
Required Question