Administrative Assistant

JOB
Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the Finance department; coordinates schedules and maintains department calendars; prepares reports, processes invoices for payment and tracks budget expenditures.

EXAMPLE OF DUTIES
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.

SUPPLEMENTAL INFORMATION
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.