Administrative Support Assistant Lead

Position Summary & Duties Responsible

POSITION SUMMARY

Administrative Support Assistant Lead (or Admin Support Coord) will plan, oversee, and participate in a variety of administrative, technical, and programmatic support duties. Coordinate administrative services to include human resources, accounting, budgets, purchasing, and office management. Provide information and assistance to the public, external agencies, and County staff related to administration of department/division programs, projects, and services. Demonstrate independent judgment by selection of methods and techniques for simplifying procedures and obtaining solutions. Recommend changes to improve workflow, implement cost controls while establishing efficient operations. Employee supervision includes hire selection, training oversight, performance assessment, coaching, disciplinary, and termination actions.

DUTIES AND RESPONSIBILITIES

The Duties and Responsibilities are dependent on the section assigned:

FUNCTIONAL AREAS:

Administrative:

• Plans, coordinates, and participates in providing administrative, technical, and programmatic support for assigned department or division in the daily management of areas such as human resources, accounting, budget, purchasing, or office management.
• Participates in the development and implementation of department/division goals and objectives.
• Develops and standardizes procedures, work standards, and internal controls to improve and continuously monitor the efficiency and effectiveness of administrative operations, programs, and service delivery methods and procedures; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations; develops and maintains administrative operating procedures/manuals.
• Plans, coordinates, organizes, and carries out administrative and technical studies, assignments, and projects; researches, analyzes, and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; identifies trends and discrepancies; presents findings and recommendations in an appropriate format for review by supervisory or management staff.
• Assists management in performing and conducting department/division-wide studies and special projects; collects and analyzes data; prepares comprehensive technical records and reports.
• Serves as a liaison and represents the department/division and County to the public, and various regulatory agencies, community groups, and other agencies.
• Coordinates the receipt, processing, and response to public records act requests, complaints, and other requests for information; researches, analyzes, and organizes information; ensures compliance with legal and regulatory requirements.
• Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility.
• Directs the design, organization, and maintenance of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.
• Attends and participates in a variety of task forces, committees, and meetings, both internal and external, relating to assigned areas of responsibility; maintains awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the County and the assigned department/division.
• May exercise supervision of assigned staff.
• Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information. ?
• Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.

Communication Services:

• Work in conjunction with the director to effectively maintain and develop methods adhering to all of the department's policies and procedures; develop and research information relating to the department's activities.
• Recommend changes to improve workflow, simplify procedures, implement cost controls and establish efficient department operations.
• Maintain an electronic calendar of activities, meetings and various events for the section; may schedule meetings and coordinate activities with other County departments as necessary.
• Assist the Department Director in an administrative capacity on a daily basis including filing, correspondence, scheduling meetings, media inquiries and time keeping.
• Prepare routine media notices, advisories, and legal advertisements for county meetings.
• Prepare reports; maintain accurate files and related documents for the department.
• Provide Administrative Support on budgetary, payroll and/or accounts payable matters.
• Represent the department on public awareness campaigns and committees and assist with exhibits and outreach efforts.
• Create and maintain mailing lists.
• Serve as liaison between Communication Services Department, Finance and Purchasing in developing bid specifications, procurement issues, assuring vendor payments and completion of contractual services.
• Contact various county departments routinely, for departmental updates, information on special events or activities.
• Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents, or decisions that require maintaining confidentiality of sensitive information. ?
• Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.

• The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.

Minimum Qualifications

• Associate's Degree in related field and three (3) years work experience in public administration and/or business administration, or as it relates to the purpose of the position. Any equivalent combination related to education and/or experience may be considered for the above requirements.

Supplemental Information

ADDITIONAL REQUIREMENTS

The offer of this Bernalillo County position requires compliance with the following:

• Employee must successfully complete the post-offer employment medical examination and background investigation.
• Employee must comply with the safety guidelines of the County.
• Employee must complete required FEMA training(s) as assigned to position.
• Some positions in this classification may require possession of a valid New Mexico driver’s license by employment date and maintain while employed in this position.
• Some positions in this classification must become certified in the use of NCIC within three (3) months.
• Employee must complete required Supervisor classes if applicable.

WORKING CONDITIONS

• Essential duties are performed primarily indoors (90%) and occasionally outdoors (10%).Indoor duties are performed in a temperature-controlled environment. Worker is exposed to natural weather conditions while performing outdoor duties.
• Indoor duties are performed on an even surface, which may be carpeted or tile. Working surface is typically dry. Outdoor duties may be performed on both even and uneven surfaces, which may be either wet or dry. Surfaces may be inclined or flat, and range from gravel, asphalt, or concrete.
• Most duties are performed alone. Worker may perform certain duties as a part of a select team of individuals.

EQUIPMENT, TOOLS AND MATERIALS

• Equipment typically used in the performance of duties include telephone, computer, photocopy machine and calculator.
• Materials and products handled in the course of performing essential duties include files, forms, reports, various other paperwork, and a wide variety of basic office supplies.
• County vehicle is used on an occasional basis.

Equal Opportunity Employer

County of Bernalillo is an equal opportunity employer.