Administrative Assistant / Floater / Custodian of Public Records

Job Summary

As first point of contact for incoming customers, maintain a positive, welcoming space for visitors, greeting individuals enthusiastically as they come into the office. Under limited supervision, assist County Manager (CM) with all aspects of administrative support. Provide administrative support to the Administrative Office and other Offices as needed. Duties include providing exceptional customer service, organizing special projects, preparing for Commission Meetings, assisting the administrative staff, transcribing, writing and maintaining a high level of confidentiality. Coordinate and respond to Inspection of Public Records Act (IPRA) requests submitted to Roosevelt County.

Essential Functions

Provide exceptional customer service to all visitors at the county offices; organize special projects and special functions for the County, receive documents and payments

Work closely with the County Manager and Clerk to process Public Records requests

Answer telephone with proper etiquette, take messages, answer questions as needed and route telephone calls to proper personnel

Assist in property tax bill issuance, take messages, answer questions as needed, and route telephone calls to proper personnel

Provide overall clerical and administrative support to the County Offices, and maintain a clean, organized workspace.

Assist in preparation of the agenda and meeting packet for Commission Meetings

Collect information and assist in preparing for meetings conducted by the County Manager

Maintain records for the fairgrounds and building rental

Assist in preparation of press releases and public notices

Learn and operate multiple software programs social media, and website and applications in pursuit of routine responsibilities and additional projects as assigned

Assist with accounting and purchasing duties for the County, ensuring that all functions are in compliance with local, state, and federal laws and regulations.

Transcribe, write and maintain confidential letters and documents

Cross train in a wide variety of duties, and assists staff as directed

Perform all duties with minimal supervision.

Non-Essential Functions

Perform other duties as assigned

Professional Requirements

Following a conditional offer of employment, successfully complete background investigation which may include, but is not limited to: fingerprinting, criminal records search, driving record screening, reference check, employment verification, and credit check

Adhere to business professional dress code, appearance is neat and clean

Report to work on time and as scheduled

Maintain regulatory requirements, including all state, federal and local regulations

Complete Inspection of Public Records Training as assigned

Represent the organization in a positive and professional manner at all times

Comply with all organizational policies and standards regarding ethical business practices in accordance with The Governmental Conduct Act, NMSA 1978, Chapter 10, Article 16 (“GCA) and the Roosevelt County Code of Ethics

Participate in performance improvement and continuous quality improvement activities

Attend regular staff meetings and in-service

Qualifications

Citizen or legal resident of the Unites State who has reached the age of eighteen (18) years of age

High school diploma or (GED) equivalent required

Bachelor’s Degree in accounting, government or business is preferred

Minimum of five (5) years customer service experience

Veteran preferred

Bi-lingual preferred

Must possess a valid New Mexico Driver’s License

Have not been convicted of, pled guilty to, or entered a plea of nolo contender to any felony charge or, within the three-year period immediately preceding this application, to any violation of any federal or state law or local ordinance relating to:

Aggravated assault, theft, driving while intoxicated, controlled substances or other crime involving moral turpitude; and

Has not been released or discharged under dishonorable conditions from any branch of the armed forces of the United States.

Knowledge, Skills, and Abilities

Ability to maintain confidentiality of all personnel, financial, and other information.

Comply with the New Mexico Sunshine Laws, Open Meetings and Inspection of Public Records Acts.

Ability to receive and process payments, refunds, and receipts for cash, check and credit card transactions

Respond to requests and inquiries from the general public

Strong organizational and interpersonal skills

Ability to use good judgment in determining work assignments

Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude

Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work

Ability to complete work assignments accurately and in a timely manner

Ability to communicate effectively, both orally and in writing

Ability to handle difficult situations involving customers, staff, or others in a professional manner

Physical Requirements and Environmental Conditions

Work irregular hours including after hours

Work under stressful conditions and under extreme pressures

Work in varying degrees of temperature (heated or air conditioned)

Position requires light to moderate work with 50 pounds maximum weight to lift and carry

Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing

Manual and finger dexterity

Hand and eye coordination

Corrected vision and hearing to within normal range

Other Requirements

Following a conditional offer of employment, successfully complete background investigation which may include, but is not limited to: fingerprinting, criminal record search, driving record screening, reference check, and employment verification.

Employee must consent to initial review and regular monitoring of driving record for employment and ongoing insurability. Employee must successfully pass pre-employment drug screening

Employee must comply with the safety guidelines of the county

No history or pattern of reckless driving, DWI or irresponsible driving in the last five years

Job Type: Full-time

Pay: $15.35 - $22.78 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $15 - $23