Administrative Assistant-Dispatch

Under the direction of the 911 Communications Director, performs a wide variety of responsible and complex administrative duties in support of the 911 Dispatch Department. The Administrative Assistant is responsible for all administrative duties for the Torrance County 911 Dispatch Department, performing confidential administrative and clerical tasks. This position also has the responsibility of providing administrative services for the staff. This person has the ability to solve problems in office procedures and assists in accomplishing routine business. The employee is required to learn thorough knowledge of department rules, policies and procedures, and is responsible for applying this knowledge independently when dealing with the public and employees of the department.

Responsibilities:

• Coordinate and provide administrative, organizational, and clerical support services for the 911 Dispatch Department as needed. Such support includes but is not limited to creating and preparing internal correspondence, copying and faxing information, arranging appointments, maintaining program files, mail distribution, prepares outgoing mail and answering and directing phone calls.
• Respond to public inquiries in a courteous manner, provide information on departmental and county policies and procedures as needed.
• Organizes and prepares 911 Dispatch Department related calendars and meetings. Schedules meeting rooms, trainings, conferences, and other events as requested.
• Schedules presentations and/or inspections.
• Registers personnel for conferences and seminars; makes travel arrangements; completes travel and expense reports.
• Write, type or enter information into the computer to prepare correspondence, bills, statements, receipts, checks or other documents.
• Demonstrate continuous efforts to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Answer the telephone and assist the general public, provide information on departmental and County policies and procedures as needed.
• Screen office and telephone callers, respond to requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Monitor and process purchase orders and bills to be paid on a daily basis.
• Perform a wide variety of general clerical work including the maintenance of accurate records and files; verify accuracy of information, research discrepancies and record information.
• Organize and maintain file system, and file correspondence and other records.
• Operate a variety of office equipment including telephones, copiers, facsimile machines and computers, input and retrieve data text; organize and maintain various filing.
• Maintain and requisition material and supplies as required, check office supplies, stock materials and supplies.
• Contact the public outside agencies in acquiring and providing information.
• Prepare, type and proofread a variety of documents including general correspondence, agendas, reports, memorandums, rough drafts and verbal instructions.
• Perform detailed clerical and administrative work with accuracy and speed.
• Compose correspondence and accurate reports with directions; analyze situations and take appropriate action.
• Prepares and submits purchase orders, accounts payables and any other financial documents for signature and payment.
• Purchasing all 911 Dispatch Department supplies and equipment.
• Maintain 911 Dispatch Department inventories.
• Attends training, seminars and conferences.
• Perform mathematic calculations with accuracy.
• Apply County policies and procedures as needed.
• Other duties as assigned.

• Must have a valid New Mexico driver’s license, must be insured for liability purposes.
• Must have High School Diploma or GED.
• Three years of administrative/clerical experience.

Top Skills & Proficiencies:

• Organized and Detail-Oriented
• Decision Making

• Data Entry Skills and Data Processing Skills
• Reporting Skills
• Critical Thinking and Problem Solving Skills
• Communication Skills
• Team Work
Independent Work

Preferred Knowledge:

• Knowledge of County government and operations.
• Knowledge of operations, services and activities of a 911 Dispatch Department.