ADMINISTRATIVE ASSISTANT LIBRARY

Under supervision this position is responsible for performing complex and sometimes confidential administrative support functions.

• Provides general to highly skilled administrative support in the delivery of City and department programming and services.  
• Responds to varied and often complex requests or complaints from internal and external customers. 
• Handles confidential records including personnel files, training, incident reports and time and attendance records.  
• Applies personnel policies and guidelines in processing timesheets, leave requests and various forms. 
• Establishes, organizes and maintains filing systems. 
• Attends various meetings, takes and transcribes minutes. 
• Trains and performs quality control measures on others work. 
• Creates, updates and maintains basic to complex spreadsheets, reports and databases.   
• Prepares and finalizes travel arrangements and documents. 
• Monitors and replenishes supplies and inventories.  
• Develops, updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures and other materials. 
• Initiates, processes, tracks and reconciles financial transactions and entries. 
• Participates in procurement activities for supplies, services, equipment, and other items. 
• Reports discrepancies as needed. Receives payments and manages petty cash. 
• Picks up and delivers correspondence and small packages.
• Assists in the attainment of department goals and objectives related to Master, Strategic and Comprehensive Plans. 
• Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with City Administration, department directors, consultants, vendors, staff, and the public to provide quality services. 
• Participates various projects. 
• Keeps immediate supervisor fully and accurately informed on issues. 
• Identifies areas of concern for management for review and potential action.
• Assists and participates in the execution of short and long-range plans. 
• Gathers and prepares data and information for studies, reports, correspondence and recommendations. 
• Coordinates activities with other departments and agencies as needed. 
• Reviews and provides reports and prepares and maintains required departmental records. 
• Participates in software update and conversion projects. 
• Responds to and resolves various complaints, issues, inquiries, and problems as authorized, and in accordance with established policies and procedures. 
• Ensures effective and efficient use of budgeted funds, personnel, materials, facilities and time.

Minimum Qualifications:

• Associates degree in Business Office Technology plus two (2) years of clerical or office support experience, or an equivalent combination of education and experience that would likely produce the required knowledge, skills, and abilities.

Licenses and Certificates:

• Valid driver’s license equivalent to a New Mexico Class D.

Knowledge Skills and Abilities

Knowledge of:

• Municipal organization operations, policies and procedures.
• Administrative functions and document processing.
• Basic municipal procurement policies, procedures, and regulations.
• Payroll and personnel administrative procedures. 
• Standard office procedures and equipment.
• Customer service techniques.

Skills in:

• Maintaining spreadsheets and word processing documents database and records management systems.
• Resolving difficult customer service encounters in a calm and professional manner.
• Operation of personal computers utilizing standard and specialized software.
• Applying basic math, budgeting and bookkeeping practices and methods.
• Communicating effectively verbally and in writing.

Ability to:

• Maintain records and files.
• Establish and maintain effective working relationships with vendors, City staff, and the public.
• Research and respond to inquiries and complaints from the public.
• Handle confidential information with discretion.
• Communicate clearly and concisely, both orally and in writing.

Salary : $33,506 - $45,573