Administrative Assistant/Project Support

City of Albuquerque; Albuquerque (NM); On-site; USD 35,000 - 50,000; Full time

Job summary

La Ville d'Albuquerque cherche à pourvoir un poste administratif essentiel au soutien des conseillers municipaux. Le candidat sera responsable de diverses tâches administratives, de la gestion de documents à l'accueil du public, et devra faire preuve d'une forte capacité de communication et d'organisation.

Qualifications

• Trois ans d'expérience dans le soutien administratif.
• Compétence en rédaction de lettres commerciales.
• Connaissances en procédures de bureau et équipement informatique.

Responsibilities

• Accueillir le public et fournir des informations sur les politiques.
• Gérer les calendriers et organiser des réunions.
• Maintenir des dossiers de comptabilité précis.

Skills

Business letter writing

Communication

Record keeping

Office procedures

Education

Associate's degree in business or related field

Job description

Perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of City Councilors and City Council Staff; provide information and assistance to the public regarding City Council policies and procedures.

This is an unclassified at-will position.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Essential and Supplemental Functions ESSENTIAL FUNCTIONS:(Essential functions may include, but are not limited to the functions listed below)

Primarily perform receptionist duties; screen office and telephone calls; provide front desk assistance and provide information; respond to and resolve complaints and requests for information; respond to public inquiries received from 311 call center tickets.

Coordinate meals or refreshments for a variety of meetings.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities.

Manage and coordinate multiple calendars of activities, meetings and various events within the Council Services Office; coordinate activities with other divisions, the public and outside agencies.

Maintain detailed and accurate accounting records for Council Services; provide, create, and submit reports as required.

Perform basic bookkeeping/accounting duties.

Receive and respond to Inspection of Public Records Act (IPRA) requests; ensure compliance with IPRA requests is in accordance to State law.

Operate a variety of office equipment including copiers, facsimile machine and computer.

Maintain department filing, records and rosters; develop, implement and modify filing systems.

Conduct research related to assigned area of responsibility.

Assist in preparing large mailings and associated activities within assigned area.

SUPPLEMENTAL FUNCTIONS:

Participate in special projects as required.

May compose correspondence related to assigned responsibilities.

Perform related duties and responsibilities as required.

Working Conditions Environmental:
Office environment; exposure to computer screens; may travel site to site.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of computer keyboard; moderate lifting.Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Associate's degree from an accredited college or university in business or related field; and
Three (3) years of office administrative support experience.

ADDITIONAL REQUIREMENTS:

Possession of a valid New Mexico Driver's License, or the ability to obtain by date of hire.

Possession of a City Operator's Permit (COP) within 6 months from date of hire

Possession of a valid cash handling certification from City of Albuquerque within thirty (30) days from date of hire.

Required to work flexible hours, including evening meetings and occasional weekend hours.

• Business letter writing and basic report preparation techniques
• Office procedures, methods and computer equipment
• Operational characteristics of applicable computer software programs
• Principles and procedures of record keeping
• Basic mathematical principles
• Principles of purchasing
• Principles and procedures of financial record keeping and reporting
• English usage, spelling, grammar and punctuation

• Respond to requests and inquiries from the general public
• Understand the organization and operation of the City of Albuquerque and of outside agencies as necessary to assume assigned responsibilities
• Independently prepare correspondence and memoranda
• Work varied work hours and days as needed
• Type at a speed necessary for successful job performance
• Work independently in the absence of supervision
• Maintain confidential records and reports
• Operate and use office equipment including a computer
• Communicate clearly and concisely
• Perform the essential functions of the job with or without reasonable accommodation
• Establish and maintain effective working relationships with those contacted in the course of work