Administrative Assistant

Village of Los Lunas; Los Lunas (NM); On-site; USD 38,000 - 52,000; Full time

Job summary

The Village of Los Lunas is seeking an Administrative Assistant to provide professional customer service and administrative support to the public and staff. The role reports to a designated supervisor and involves handling inquiries, clerical tasks, and contributing to office efficiency.

Responsibilities include strong front-desk service, data entry, IPRA support, recordkeeping, drafting correspondence, and coordinating appointments and mail flows.

Qualifications

• 2 years or more of direct experience in office/clerical work and customer service.
• Proficiency in typing and strong grammatical skills.
• Excellent interpersonal skills to interact with a diverse range of individuals.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Proficiency in using Microsoft Office applications (Word, Excel, Outlook).

Responsibilities

• Provide excellent customer service to in-person visitors and incoming telephone calls from the public and Village staff.
• Perform clerical tasks including data entry, filing, photocopying, and document preparation.
• Assist with IPRA requests and maintain office records, files, and documentation.
• Draft and proofread written correspondence, reports, and other documents.
• Assist with scheduling, office organization, and maintaining supplies and equipment.

Skills

Customer service

Data entry

Microsoft Word

Microsoft Excel

Outlook

Communication

Organization

Records management

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Position Overview:

The Administrative Assistant at the Village of Los Lunas plays a crucial role in providing professional customer service and administrative support to both the public and Village staff. Reporting to the designated supervisor, the Administrative Assistant is responsible for managing inquiries, performing clerical tasks, and contributing to the efficient operation of the office.

Responsibilities:

Customer Service:

• Provide excellent customer service to in-person visitors and incoming telephone calls from the public and Village staff.


• Address inquiries, answer questions, and direct individuals to appropriate departments or resources.


• Maintain a courteous and helpful demeanor while assisting visitors and callers.

Administrative Support:

• Perform various clerical and administrative tasks, including data entry, filing, photocopying, and document preparation.


• Provide administrative support for Inspection of Public Records Act (IPRA) requests.


• Assist in organizing and maintaining office records, files, and documentation.


• Handle incoming and outgoing mail, ensuring accurate distribution and proper handling.

Communication:

• Assist in drafting and proofreading written correspondence, reports, and other documents.


• Maintain clear and effective communication with coworkers, supervisors, and other departments.

Office Operations:

• Assist with office organization, ensuring supplies are stocked and equipment is properly maintained.


• Assist with scheduling appointments, meetings, and events as required.


• Contribute to a positive and organized work environment.

Minimum Requirements:

• High school diploma or GED certificate.


• 2 years or more of direct experience in office/clerical work and customer service.


• Proficiency in typing and strong grammatical skills.


• Excellent interpersonal skills to interact with a diverse range of individuals.


• Strong attention to detail and accuracy in data entry and recordkeeping.


• Proficiency in using Microsoft Office applications (Word, Excel, Outlook).


• Organizational skills to manage multiple tasks and prioritize responsibilities.


• Ability to maintain confidentiality and handle sensitive information.


• Professionalism and a positive attitude.

Note: This job description is intended to outline the general nature and level of work performed by employees within this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the position.