Administrative Assistant- Economic Development

Dona Ana County; Las Cruces (NM); On-site; USD 29,000 - 44,000; Full time

Job summary

Dona Ana County in Las Cruces, NM is seeking an experienced administrative professional to plan, organize, and coordinate complex support functions for the department.

You will handle budgeting, invoicing, procurement, meetings, records, and compliance with county policies. Bi-lingual English/Spanish preferred; notary certification required within six months of hire.

Qualifications

• High school diploma or equivalent required.
• Five (5) years of administrative, accounting, budgeting, or support services experience.
• Bi-lingual (English/Spanish) preferred.
• Notary certification within six (6) months of hire.
• Must pass pre-employment background check and driving record check; credit check may apply.

Responsibilities

• Provide administrative support for the department, including correspondence and document preparation.
• Prepare, analyze, and maintain the department budget; review invoices for projects and services.
• Coordinate meetings, events, and vendor communications; ensure compliance with policies.
• Prepare official records (notices, minutes, agendas, resolutions, ordinances) for meetings.
• Route project agreements for signature and ensure full execution of documents.

Skills

Office procedures

Filing systems

Inventory control

Budgeting basics

Accounting basics

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Database programs

Job description

Job Description

Purpose Summary.

Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department.

Essential Duties.

1. Administrative Support

• Compose correspondence, reports, spreadsheets, requisitions, and documents for supervisor signature.
• Maintain accurate records and files; examine reports, responses, legislation, or other materials to determine required actions or additional information needed.
• Coordinate logistics for meetings and represent the department at meetings, as directed.
• Comply with all department and county policies and procedures.
• Assist with planning, coordinating, and supporting department-sponsored events, including scheduling, logistics, vendor communication, and on-site support as needed.

1. Financial and Budget Management

• Prepare, analyze, and maintain the department budget.
• Serve as a point of contact on department budget matters.
• Review, examine, and analyze accounting records of the department or vendors to verify accuracy and identify discrepancies.
• Assist with timely processing of invoices for projects and services.
• Perform timekeeping responsibilities, if assigned.

1. Procurement and Resource Coordination

• Fulfill requests for office supplies, equipment, and materials.
• Develop written protocols to address operational issues such as cash handling, purchasing, and equipment repairs.

1. Communication and Customer Service

• Communicate and respond to inquiries in verbal and written form.
• Handle requests for information related to assigned responsibilities.

1. Records and Program Support

• Apply knowledge of county objectives and policies; prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for assigned meetings.
• Assist with internal administration of departmental grants and grant programs, serve as administrative support for department grant managers, as assigned.
• Assist with oversight on professional services agreements, ensure invoices are paid out in a timely manner, review monthly submission reports, provide recommendations and feedback on reporting to professional services program managers.
• Route project agreements for signature, follow up with departments as needed, and confirm full execution of documents.

Additional Duties.

Other duties as assigned.

Qualifications.

1. Education. High school diploma or equivalent.
2. Experience. Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience is required. Bi-lingual (English/Spanish) preferred.
3. Education/Experience substitution. In accordance with County Policy. No substitution for required education.
4. Licenses/Certifications. Valid drivers license. Must maintain a valid drivers license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire.
5. Other (e.g., post-offer medical exam, polygraph, background check, drivers license record, etc.). Must pass pre-employment background check and driving record check. Must pass pre-employment credit check.

Knowledge, skills, and abilities required by the position:

Knowledge of:

• Office procedures and practices, administrative techniques and organizational skills.
• Filing and record keeping systems.
• Inventory control procedures.
• Principles and procedures of budget preparation, control, financial record keeping and reporting.
• Basic accounting principles and practices.

Skill in:

• Computer operation including word processing, creation and management of spreadsheets and database programs.
• Ability to write and edit professional correspondence, internal memos, meeting summaries, and presentations with accuracy and attention to detail.

Ability to:

• Exercise sound judgment, make appropriate decisions within the scope of assigned authority, and seek guidance when needed.
• Draft departmental correspondence, messages, reports, communications following verbal or written instructions.
• Handle sensitive and confidential matters and situations.
• Establish and maintain effective and cooperative working relationships with others.
• Learn and apply County policies, procedures, systems, and administrative processes to perform assigned duties effectively.

Compensation Range

$21.16 - $31.74

Salary/Compensation: $21.16 - $31.74 per hour