Administrative Assistant - Adult Detention Center

McKinley County, NM; Gallup (NM); On-site; USD 32,000 - 52,000; Full time

Job summary

The McKinley County team seeks an Administrative Assistant to provide a wide range of clerical and customer service support for the Adult Detention Center. You will coordinate meetings, travel, and daily office operations to keep the department running smoothly.

Ideal candidates have a high school diploma or GED and at least one year of related experience, with strong Microsoft Office skills and a capacity to handle confidential information and calendars.

Qualifications

• High School Diploma or GED.
• At least one year of experience related to the duties and responsibilities specified.
• Preferred: Associate degree in Administrative Assistant or related field; Business, Accounting, Liberal Arts, or General Studies.
• Two years of related experience performing clerical, and administrative support responsibilities.
• Experience working in a correctional facility.
• Experience working in a county/local government environment.

Responsibilities

• Coordinates and performs a wide range of administrative support activities for the department and serves as a liaison with other departments and constituencies in the resolution of the day-to-day operations.
• Provides/performs administrative/clerical support for the department, such as: typing, data-entry, draft, edit, revise, and print letters, tables, reports, and other materials.
• Greet and direct visitors, answer inquiries concerning activities and operations of the department, accept screens, and routes mail and other related correspondence.
• Prepares photocopies, emails, and facsimiles, and operates a variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Coordinates meetings, appointments, requisitions, supplies, processing and submission of bi-weekly payroll and maintains office inventory; prepares travel arrangements.
• Distributes, reviews, calculates, and processes payroll timesheets; verifies account numbers; monitors sick/annual leave and other payroll related records.

Skills

Administrative support

Customer service

Data entry

Microsoft Office

Scheduling

Education

High school diploma or GED

Associate degree in Administrative Assistant or related field

Tools

Microsoft Office Suite

Job description

Position Summary

The purpose of this position is to perform a wide variety of administrative and office support activities to facilitate the efficient operation of the McKinley County Adult Detention Center. This is accomplished by performing general clerical duties and providing customer services to citizens and visitors. Other responsibilities include coordinating meetings, appointments, and travel for department personnel, and performing other duties as requested.

Essential Job Functions

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Coordinates and performs a wide range of administrative support activities for the department and serves as a liaison with other departments and constituencies in the resolution of the day-to-day operations.

Provides/performs administrative/clerical support for the department, such as:

• Performs a variety of typing assignments, which are sometimes confidential in nature. Data-entry, draft, edit, revise, and print letters, tables, reports, and other materials.
• Greet and direct visitors, answer inquiries concerning activities and operations of the department, accept screens, and routes incoming and outgoing mail and other related correspondence as required.
• Prepares photocopies, emails, and facsimiles, and operates a variety of office equipment.

Proficient experience in the utilization of a computer and respective software with an emphasis in Microsoft Suite.

Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.

Coordinates meetings, appointments, requisitions, supplies, processing and submission of bi-weekly payroll and maintains office inventory; prepares travel arrangements, and other related activities as directed for department personnel.

Distributes, reviews, calculates, and processes payroll timesheets; verifies account numbers; monitors sick/annual leave and other payroll related records for the department for submission.

Supervisory Controls

Job has no responsibility for the direction or supervision of others.

Working Conditions

Work is performed in an office setting. Work schedule may include irregular hours. Travel may be required.

Other Requirements

The incumbent of this position must comply with established policies, procedures, directives, and safety guidelines of the McKinley County and Adult Detention Center.

Minimum Qualifications

• High School Diploma, or GED equivalent.
• At least one (1) year of experience related to the duties and responsibilities specified.

Preferred Qualifications

• Associates Degree in Administrative Assistant or related field; Business, Accounting, Liberal Arts, or General Studies.
• Two (2) years of related experience performing clerical, and administrative support responsibilities.
• Experience working in a correctional facility.
• Experience working in a county/local government environment.

Knowledge, Skills and Abilities Required

• Ability to perform simple accounting procedures.
• Knowledge of supplies, equipment, and services, ordering and inventory control.
• Records maintenance skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Ability to understand and follow specific instructions and procedures.
• Ability to maintain confidentiality of records and information.
• Word processing and/or data entry skills.
• Skill in establishing and maintaining effective working relationships with elected officials, county staff, and the public.
• Skill in the use of operating basic office equipment.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Receptionist skills.

Certificates and Licenses

Must possess a valid Driver’s License at time of employment and be insurable for liability purposes; and the ability to possess a New Mexico Driver’s License within six (6) months of hire date.

Conditions of Employment

May be required to pass a post offer-of-employment physical examination. Final offer of employment is contingent upon outcome of background and reference checks. May be required to submit to a drug screen and/or random drug testing. Complete, and pass a pre-employment background check, and successful completion/pass of First Aid and CPR, Defensive Driving, Bloodborne Pathogens, Stop the Bleed and Narcan within six (6) months of hire.

Disclaimer

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.