Senior Office Assistant

City of Albuquerque; Albuquerque (NM); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Albuquerque seeks a detail‑oriented clerical/office assistant to support a department by processing documents, maintaining filing systems, and assisting staff. You will provide information at the front counter, handle multi‑line calls, and input data into databases using Office Suite (Outlook, Excel, PowerPoint).

This role requires a high school diploma or GED and at least three years of clerical experience; familiarity with payroll processes and vendor invoices is a plus.

Qualifications

• High school diploma or GED required; three years of clerical or office assistant experience stated.
• Experience with Office Suite applications and data entry is expected.
• Familiarity with payroll processing or vendor invoicing is a plus.

Responsibilities

• Process, monitor and maintain documents for City programs; input claims data.
• Assist staff with routine clerical duties and customer service at the front counter.
• Maintain filing systems, records and databases; prepare reports and correspondence.
• Use Outlook, Excel and PowerPoint; manage inventory and basic purchasing.
• Answer calls, route inquiries, and provide timely information to the public.

Skills

Clerical duties

Customer service

Data entry

Office software

Front counter assistance

Communication

Education

High school diploma or GED

Tools

Office Suite

Outlook

Excel

PowerPoint

Payroll system

Claims system

Job description

Position Summary

Participate in processing, monitoring and maintaining documents regarding a variety of City programs in support of an assigned department or division; assist all professional staff with routine and/or clerical duties; maintain department filing systems records and databases; provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems; and perform a variety of customer service duties relative to the assigned area of responsibility. Work directly with the public.

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

• Participate in processing, inputting, monitoring and maintaining documents regarding a variety of City programs in assigned area. Enter claims data into claims system. Process department mail.
• Assist all professional staff with routine and/or clerical duties; and to 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 Office Suite.
• Will work with Outlook, Excel, PowerPoint and other department related software and database systems.
• 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.
• Answer multi-line telephone; screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner; direct person or matter to the proper staff member, division or department.
• Provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems.
• May assist with basic accounting duties.
• Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.
• Maintain confidential records according to established rules and regulations. May work with IPRA related documents.
• 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 proctor a variety of tests, create accounts and passwords for exams and skills training; maintain testing equipment and facilities for the testing environment.
• May schedule testing, distribute test scores and provide information regarding testing requirements to testers.
• May respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.
• Scheduling meeting rooms as needed
• May distribute and scan mail to associated units with the department.

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

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.