Senior Administrative Assistant

Job Description

Perform a variety of highly responsible and complex administrative support functions for a department director or an assigned division head; oversee and direct office activities and act as a liaison between the City and outside agencies and the general 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: Essential functions may include but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

• Provide highly responsible and complex administrative support to an assigned department director or division head.

• Maintain a calendar of activities; coordinate and schedule various meetings, events and public activities; coordinate activities with other City departments, the public and outside agencies.

• Represent the assigned department to public and private groups, organizations and other City departments; act as a liaison and provide information and assistance as appropriate.

• Attend a variety of meetings; prepare correspondence, memoranda, documentation and presentation materials for meetings; prepare minutes from meetings; disseminate information to City staff.

• Provide assistance and coordinate a variety of special projects.

• May participate in the selection, supervise, assign and review the work of lower level staff; and provide or coordinate staff training.

• May perform routine functions to include but not limited to receiving and verifying payroll records, providing assistance in processing payroll or preparing mileage and travel reimbursement documentation.

• Operate a variety of office equipment.

• Receive, screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner.

• Review, research and summarize a variety of administrative information; prepare related reports and correspondence.

• Assist in the implementation of goals and objectives.

• Monitor program compliance with laws, rules and regulations related to provision of assigned department services.

• Maintain inventory of supplies; obtain estimates for ordering purposes; order supplies as needed; ensure compliance of policies and procedures.

• May coordinate administrative duties related to the division's fleet.

SUPPLEMENTAL FUNCTIONS:
• May be required to respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.

• Perform related duties and responsibilities as required.

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

Associate's degree from an accredited college or university in Business Administration or two (2) year technical certificate in office administration; and

Four (4) years of administrative office support experience.

ADDITIONAL REQUIREMENTS:

Possession of a valid New Mexico Driver's License, or the ability to obtain by date of hire.
Possession of a City Operator's Permit (COP) within six (6) months from date of hire.

Environmental:
Office environment; exposure to computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods.