Senior Office Assistant

City of Albuquerque; Albuquerque (NM); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Albuquerque is seeking a detail‑oriented clerical specialist to process and monitor documents for City programs, assist professional staff with routine duties, and maintain filing systems.

Responsibilities include preparing reports with Word and Excel, handling invoices, cash receipts, basic bookkeeping, and supporting payroll/travel coordination. This on‑site position offers growth within a busy public office environment.

Qualifications

• High school diploma or GED, and three (3) years of clerical or office assistant experience.
• Dependent on position may require a valid typing test with a minimum score of 40 WPM.

Responsibilities

• Process, monitor and maintain documents for City programs in assigned area.
• Assist professional staff with routine clerical duties and other responsibilities.
• Maintain department filing systems, records and databases; develop, implement and modify filing systems.
• Prepare and proofread documents using Microsoft Word and Excel.
• Prepare purchase requests, logs; order and maintain inventory of office supplies and equipment.

Skills

MS Word

MS Excel

Customer service

Education

High school diploma or GED

Tools

MS Word

MS Excel

Job description

Position Summary

Participate in processing, monitoring and maintaining documents regarding a variety of City programs in an assigned department or division; assist all professional staff with routine and/or clerical duties; maintain department filing systems records and databases; and perform a variety of duties relative to the assigned area of responsibility.

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

• Participate in processing, monitoring and maintaining documents regarding a variety of City programs in assigned area.
• Assist all professional staff with routine and/or clerical duties; and perform a variety of duties relative to the assigned area of responsibility.
• Maintain department filing systems, records and databases; develop, implement and modify filing systems.
• Prepare and proofread a variety of documents including general correspondence, fliers, memoranda and reports using Microsoft Word and Excel software.
• May prepare purchase requests and logs; order and maintain inventory of office supplies; order uniforms, books, magazines, pamphlets and various materials, supplies and equipment as needed.
• May process vendor invoices for payment; input information into the computer.
• Collect money from the public, maintain and balance cash register.
• Perform basic bookkeeping/accounting duties; maintain petty cash fund.
• Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.
• Answer the telephone and assist the general public.
• May assist in the review, preparation and processing of payroll activities.
• May assist in the coordination of travel arrangements.
• May lead lower level clerical staff.

Supplemental Functions

• Perform related duties and responsibilities as required.
• May be required to respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.

Minimum Education, Experience And Additional Requirements

Education directly related to the minimum requirements below may be substituted for experience on a year for year basis.

High school diploma or GED; and

Three (3) years of clerical or office assistant experience.

Additional Requirements

Dependent on position may require a valid certified typing test issued by a state agency, county agency or an accredited educational institution with a minimum score of forty (40) net WPM. Local typing tests may be taken Monday - Friday 8am to 3:30pm at the following locations: NM Workforce Connection, 501 Mountain Rd NE, Albuquerque, NM 87102; NM Workforce Connection, 4061 Ridge Rock Rd SE, Rio Rancho, NM 87124; OR NM Workforce Connection, 121 Don Diego St SE, Los Lunas, NM 87031.

Working Conditions

Environmental Office environment; exposure to computer screens.

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.