Senior Office Manager

City of Las Cruces; Las Cruces (NM); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Las Cruces is seeking a Senior Office Manager to oversee executive-level administrative functions within the Public Works Department and supervise administrative support staff. The role requires strong leadership to ensure efficient office operations and adherence to City policies.

You will manage calendars, draft and edit complex documents, maintain records, monitor budgets, and coordinate procurement.

Qualifications

• Equivalent to an Associate Degree in Business Technology, Pre-Business, or related field plus five (5) years advanced administrative support experience.

Responsibilities

• Oversees administrative support functions for the assigned department and ensures confidential handling of issues.
• Directs staff through delegation, supervision, training, and performance management to meet goals.
• Prepares correspondence, reports, and documents in accordance with City policies and procedures.
• Maintains calendars, schedules appointments and meetings; coordinates travel and board/committee arrangements.
• Maintains records, coordinates retention, and ensures data integrity and accessibility.
• Provides oversight of payroll processing and status updates for accuracy and accountability.
• Collects data and prepares regular reports for management review and regulatory compliance.
• Manages budgets and procurement activities in line with City policies.

Skills

Staff supervision

Office management

Customer service

Policy interpretation

Communication

Time management

Education

Associate Degree in Business Technology

Tools

Microsoft Office

Records management software

Payroll software

Job description

Oversees, manages, coordinates, and facilitates the overall functions of an executive-level department and supervises assigned administrative support staff to ensure efficient office operations within the designated department.

Work Situation Factors

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

Physical Factors

Light physical demands; frequent to constant use of a personal computer; some lifting and carrying of files and reports; occasional lifting of moderately heavy objects (up to 30 pounds). essential and marginal functions may require sitting for prolonged periods.

Environmental Factors

80% of the day is spent at a desk, 5% is spent standing and 5-10% is spent moving to various locations within the facility; lifting and carrying up to 10 pounds; frequent handling of files and reports.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET ALL THE MINIMUM REQUIREMENTS. Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.

This posting will be used to fill a vacancy in the Public Works Department. The posting may also be utilized to fill other Senior Office Manager vacancies in various City Departments to include full time, part-time, and/or contract.

Position is graded RX15.

Full-Time; Regular; Exempt

• Manages, monitors, and facilitates the overall administrative support functions and services for an assigned department; provides administrative management of sensitive and confidential issues; ensures that action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions; interprets, communicates, and applies rules, procedures, and policies; answers questions where judgment, knowledge, and interpretation of City policies, procedures, and regulations are necessary.
• Manages staff through proper delegation and work supervision to provide appropriate levels of service and resources; coordinates and manages various special and recurring projects, monitors work, evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives; ensures adherence to established policies and procedures to remain in compliance with local, state, and federal regulations.
• Anticipates and prepares material needed for correspondence, appointments, meetings, and conferences; composes, writes, and drafts correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City; creates, edits, prepares, and processes complex and confidential correspondence, memoranda, letters, legal and technical reports, information packets, and other communications.
• Maintains, monitors, and coordinates calendars; coordinates and schedules appointments and meetings with City staff, elected officials, constituents, federal, state, county, officials, and private and public entities; prioritizes and resolves complex meeting schedules; coordinates meeting rooms and resources; makes travel arrangements; builds effective working relationships with elected officials, various boards, City leaders, and other City staff.
• Solicits agenda items and prepares meeting agendas, action item lists, and presentation materials; records and transcribes meeting minutes; prepares summaries for distribution; conducts and coordinates assigned projects and research studies, identifies and resolves problems, serves as liaison, and responds to complaints and inquiries from staff at all levels of the City organization, outside agencies, and the public.
• Updates and tracks a variety of files, records, reports, and related documents; oversees the records retention process to ensure records are retained, stored, and destroyed in accordance with established policies; compiles information and generates special reports; manages database, interprets information, and ensures the accuracy of information; resolves customer service issues.
• Provides oversight, management, and maintenance of payroll processing and status updates to ensure accuracy, accountability, and proper documentation.
• Collects and analyzes data to prepare and present various special and recurring reports to provide accurate and timely information related to assigned functions and duties; develops and presents information in clear and easily used formats; maintains regulatory compliance by keeping current on industry trends, regulations, and issues; identifies areas of concern for management for review and potential action.
• Manages and monitors financial activities of assigned budgets to ensure compliance and meet performance targets and goals; oversees procurement activities for supplies, services, equipment, and other items to assure activities comply with established policies and processes.
• Reviews, maintains, and updates records in various formats, mediums, and automated systems to ensure data integrity and adherence to internal controls, practices, and policies; evaluates programs, services, and activities to ensure customer and staff needs are met; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless services.
• Responds to and resolves various complaints, issues, inquiries, and problems as authorized and in accordance with established policies and procedures.
• Meets regularly with staff to review work in progress, discuss and resolve administrative, workload and technical issues, and to prioritize and assign tasks and projects; evaluates and analyzes functions, resources, processes and procedures to identify issues and recommend changes for improvement; interprets applicable rules and regulations to provide guidance in developing, implementing, and administering policies and procedures.

Equivalent to an Associate Degree in Business Technology, Pre-Business, or related field PLUS five (5) years advanced administrative support experience required. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certifications:

Valid driver's license is preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policy.

Knowledge of:

current office management practices and procedures; records management, office management practices and procedures; principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; City organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to:

acquire in depth knowledge of department processes, policies, and procedures; effectively, firmly and impartially direct the activities of staff and complete duties with minimal supervision in accordance with department goals and objectives; perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; respond appropriately to public inquiries and present a positive public image; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives.

Skills in:

Demonstrating sound and independent judgment in resolving problems and transferring knowledge to unique situations; using courtesy and respect in providing customer service to internal and external customers; reading, understanding and applying rules and regulations, and City policies and procedures; resolving customer service issues with tact and diplomacy and according to policies and procedures; making arithmetic calculations quickly and accurately.