Administrative Assistant

Santa Fe County; Santa Fe (NM); On-site; USD 38,000 - 52,000; Full time

Job summary

Santa Fe County is seeking an administrative support role to handle appointment scheduling, correspondence, calendar coordination, and records management. The position includes drafting contracts, procurement duties, and assisting with data entry and reporting.

The role requires strong communication, multitasking, and the ability to work with staff and the public; Spanish translation assistance is a plus.

Qualifications

• High school diploma or equivalent plus four years of experience.
• Or combination of college education/training totaling four years.
• Proficiency with office software in a Windows environment.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Schedules appointments and relieves officials of clerical work.
• Composes correspondence for approval and signature; handles transmission of documents.
• Maintains staff calendars and coordinates meetings with staff and the public.
• Prepares minutes and drafts contracts and agendas; supports special reports.
• Generates purchase requisitions and manages procurement processes.
• Accepts and reviews documents for completion; tracks forms and data.
• Collects funds, deposits, and balances cash drawers.
• Enters data, runs reports, and maintains databases.
• Assists with Spanish translation when able.

Skills

Office software proficiency

Verbal & written communication

Independent decision making

Multitasking & deadline management

Customer service

Spanish translation (assistance)

Education

High school diploma or equivalent

Four years of experience or equivalent combination of college education/training totaling four years

Job description

Schedules appointments; communicates with employees, vendors, and customers; takes and transcribes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail.

• Composes correspondence for approval and signature; copies, scans, transmits, emails, and faxes correspondence and documents.
• Maintains staff and departmental calendars; coordinates meetings between staff and the public; makes travel arrangements for staff and County officials; arranges forums and meetings, reserving meeting space and informing public through media sources.
• Assembles documents, correspondence, reports, and reference material by which administrative decisions may be based; develops and maintains records management system; shreds/disposes of records as approved; records and completes staff time sheets.
• Prepares documents for mailing; receives and distributes mail; receives telephone calls, routes to appropriate staff member and/or takes messages; greets, assists, and provides information to staff and the public; and responds to or forwards emails.
• Generates purchase requisitions; orders office supplies; maintains office equipment maintenance contracts; trains office staff on procurement policies and procedures.
• Accepts documents from customers and reviews for completion; process forms and documents manually and in computer system; and tracks forms and data.
• Collects money, deposits funds, and balances cash drawers.
• Enters data and maintains databases; run reports as required.
• Attends meetings; takes and prepares minutes; drafts contracts and agendas for supervisory approval; assists in editing and designing special project reports; and serves as liaison between assigned division and other County departments.
• Assists with Spanish translation if able.

Knowledge/Skills:

• Working knowledge of office practices and procedures; of office equipment, including computers; of computer software, including word processing and spreadsheets; of preparation of records, reports, correspondence, and written directives; of English language usage, grammar, spelling, and punctuation; of basic math and accounting principles and practices.
• Basic knowledge of budget and procurement procedures; of governmental organization and structure; of contract implementation; and of laws, regulations and requirements of specialized area.
• Ability to act independently; to make decisions; to analyze and interpret records and reports; to communicate effectively verbally and in writing; to follow verbal and written instructions; and to work as a team member.

• Ability to work on multiple tasks and meet deadlines; to deal effectively and tactfully with the public; to coordinate administrative support services assigned; to coordinate work and schedules with other County departments; to handle confidential information in a trustworthy manner; and to provide administrative direction.

• Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment.

• Skilled in providing effective customer service.

• High school diploma or equivalent; and
• Four (4) years of experience in a business environment; or
• Any combination of college education, training and experience in public and/or business administration totaling four (4) years.
• Relevant education may be substituted for experience at a rate of 30 semester hours equal to one (1) year experience.

Working Conditions:

Work is performed in an office setting. Work schedule may include overtime hours. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; and talk or hear. Clarity of vision at short distance is required. May be required to lift up to 20 pounds. On occasion, may be exposed to dust, fumes, airborne particles, or allergens; to excessive noise; to working near hazardous or moving equipment or machinery; and to hostile, violent, or offensive individuals. May rarely use protective clothing, equipment, devices, or materials. May be subject to exposure to CRTs, VDTs and UV rays.

Conditions of Employment:

Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.