Administrative Assistant/Project Support

City of Albuquerque; Albuquerque (NM); On-site; USD 35,000 - 55,000; Full time

Job summary

The City of Albuquerque is seeking a dedicated Administrative Assistant/Project Support to perform a variety of administrative duties supporting the City Council. This role involves managing calendars, responding to public inquiries, and other essential tasks to ensure smooth operations. Ideal candidates will possess an Associate's degree and have at least three years of relevant experience.

Qualifications

• Three years of office administrative support experience.
• Possession of a valid New Mexico Driver's License.
• Ability to obtain City Operator's Permit within 6 months.

Responsibilities

• Perform receptionist duties and respond to public inquiries.
• Manage multiple calendars of activities and meetings.
• Type and proofread reports, letters, and memoranda.

Skills

Office procedures

Communication

Time management

Basic bookkeeping/accounting

Education

Associate's degree in business or related field

Job description

Administrative Assistant/Project Support

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Position Summary

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.

Minimum Education, Experience And Additional Requirements

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.

Preferred Knowledge

• 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
  
  

Preferred Skills & Abilities

• 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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Administrative and Support Services

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