Dynamic Administrative Assistant

Santa Fe County NM; Santa Fe (NM); On-site; USD 36,000 - 60,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

AD&D Insurance

Disability Insurance

FSA

EAP

Gym Membership

Job summary

Santa Fe County NM is seeking an Administrative Assistant to schedule appointments, transcribe, and handle clerical work for county officials. You will compose correspondence, maintain calendars, coordinate meetings, process forms, and assist with procurement and data entry.

Strong organizational and customer service skills are essential. The role requires a high school diploma and about four years of relevant experience in a business environment or public administration.

Qualifications

• 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.

Responsibilities

• 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.
• Assists with Spanish translation if able.
• 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 and 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.

Skills

Office procedures

Office equipment

Word processing

Spreadsheets

English usage

Math & accounting

Education

High school diploma

4 years experience

Public/Business Admin background

Tools

Word processing software

Spreadsheet software

Database software

Windows environment

Job description

Santa Fe County NM is seeking an Administrative Assistant to schedule appointments, transcribe, and handle clerical work for county officials. You will compose correspondence, maintain calendars, coordinate meetings, process forms, and assist with procurement and data entry.

Strong organizational and customer service skills are essential. The role requires a high school diploma and about four years of relevant experience in a business environment or public administration.