Office Assistant III - Alternative Sentencing (Treatment)

County of San Juan (NM); New Mexico; On-site; USD 35,000 - 52,000; Full time

Job summary

County of San Juan (NM) seeks an administrative professional to support the Alternative Sentencing department under general supervision. This role serves as the front-line representative, requiring outstanding public relations and communication skills and the ability to handle clerical, technical and organizational tasks.

Responsibilities include maintaining files, processing personnel forms, compiling reports, utilizing the payroll system, coordinating calendars, and drafting correspondence.

Qualifications

• High School diploma or GED; five years of administrative or clerical experience.
• Valid NM driver’s license or ability to obtain within six months of employment.

Responsibilities

• Maintains department files; researches files and computer databases; assures all administrative actions comply with County policy, procedures and guidelines.
• Researches inquiries from employees with personnel questions; reviews and processes forms to execute personnel change transactions.
• Maintains department statistical information; collects data and compiles reports; updates databases; creates management reports.
• Utilizes the County payroll system to input, access, retrieve, and analyze data; updates records and tracking systems.
• Plan, direct and evaluate work of subordinate clerical staff as needed.
• Monitors budget, contracts and expenditures; collects and analyzes data for reporting.
• Coordinates the annual county budgeting process; monitors budget cycle and submittal timelines; organizes documentation.
• Maintains department calendar; receives, opens, reviews and distributes mail; prepares purchase orders and vouchers; filing procedures.
• Keys, edits and prepares correspondence, memoranda, letters, legal documents, information packets and other communications; responds to routine letters and composes general correspondence.
• Answers phones and determines nature of calls; logs and routes calls to appropriate individuals or departments; takes and delivers messages.
• Performs other related duties as assigned.

Skills

Public relations

Communication

Administrative experience

Education

High School diploma or GED

Tools

ERP system

Job description

Under general supervision, performs a variety of clerical, technical, organizational and administrative activities to support the functions of the Alternative Sentencing department. Often the front-line representative of San Juan County, this position must possess outstanding public relations and communication skills.

• High School diploma or GED equivalent and five (5) years of administrative or clerical experience.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Maintains department files; researches files and computer databases; assures all administrative actions are in compliance with County policy, procedures and guidelines.
• Researches inquiries from employees with personnel questions; reviews and processes forms to execute personnel change transactions.
• Maintains department statistical information; collects statistical data and compiles data for reports; updates and assures the accuracy of databases; creates management reports.
• Utilizes the County payroll computer system to input, access, retrieve, and analyze data; updates automated and manual computer records and tracking systems.
• May assist in planning, directing and evaluating the work of subordinate clerical staff.
• Monitors budget, contracts and expenditures; collects, compiles and analyzes data and information.
• Coordinates the annual county budgeting process; monitors the budget cycle and department submittal timelines, organizes documentation, and coordinates the formal submittal process.
• Maintains department calendar; receives, opens, reviews and distributes mail; prepares purchase orders and vouchers; establishes and maintains filing procedures; coordinates and monitors assigned projects.
• Keys, edits and prepares correspondence, memoranda, letters, legal documents, information packets and other communications; responds to routine letters and composes general correspondence as directed.
• Answers phones and determines nature of the calls; logs and routes calls to appropriate individuals, offices, work units, divisions or departments to handle inquiries and complaints; takes and delivers messages.
• Performs other related duties as assigned.