Senior Office Assistant

Police; Albuquerque (NM); On-site; USD 35,000 - 52,000; Full time

Job summary

Police in Albuquerque is seeking a dedicated clerical assistant to support multiple City programs within an assigned department. You will assist professional staff with routine clerical duties, manage filing systems, and prepare a variety of documents using Microsoft Word and Excel.

The role includes processing invoices and payments, handling cash, and performing basic bookkeeping. You may interact with the public and help coordinate travel arrangements, with opportunities to lead junior staff

Qualifications

• High school diploma or GED is required.
• At least 3 years of clerical or office assistant experience.
• Proficiency with Microsoft Word and Excel is preferred.

Responsibilities

• Process, monitor and maintain documents for City programs in the assigned area.
• Assist professional staff with routine clerical duties and related tasks.
• Maintain department filing systems, records and databases; develop and modify filing systems.
• Prepare and proofread documents including general correspondence, fliers, memoranda and reports using Word and Excel.
• May prepare purchase requests and logs; manage inventory of office supplies and materials.
• Process vendor invoices for payment and input data into the computer.
• Collect money from the public and balance cash register; perform basic bookkeeping duties.
• Prepare computerized records, rosters, lists and logs; ensure information accuracy and currency.
• Answer the telephone and assist the general public; coordinate payroll activities when needed.
• Assist in travel arrangements and may lead lower-level clerical staff.

Skills

Clerical duties

MS Word

MS Excel

Education

High school diploma or GED

Tools

MS Word

MS Excel

Job description

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 FUNCTIONS:

Essentialfunctions may include, but are not limited to the functions listed below. Mustbe able to perform the essential functions of the job with or without a reasonable accommodation.

1. Participate in processing, monitoring and maintaining documents regarding a variety of City programs in assigned area.
2. Assist all professional staff with routine and/or clerical duties; and perform a variety of duties relative to the assigned area of responsibility.
3. Maintain department filing systems, records and databases; develop, implement and modify filing systems.
4. Prepare and proofread a variety of documents including general correspondence, fliers, memoranda and reports using Microsoft Word and Excel software.
5. 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.
6. May process vendor invoices for payment; input information into the computer.
7. Collect money from the public, maintain and balance cash register.
8. Perform basic bookkeeping/accounting duties; maintain petty cash fund.
9. Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.
10. Answer the telephone and assist the general public.
11. May assist in the review, preparation and processing of payroll activities.
12. May assist in the coordination of travel arrangements.
13. May lead lower level clerical staff.

SUPPLEMENTAL FUNCTIONS:

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

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:

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

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.

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.