Taos County Employment Opportunity : Administrative Assistant

INTERNAL/EXTERNAL

JOB TITLE: Administrative Assistant

SALARY:$12.54 per hour

CLASSIFICATION:This is a Classified/Full Time /Non-Exempt/ Bargaining Eligible Position

DESCRIPTION:The purpose of this position is to perform a variety of working level, routine administrative and technical clerical duties as needed to expedite the administrative, secretarial or clerical functions of the operations department.


MINIMUM QUALIFICATIONS:

1. Education & Experience:

A.Two (2) Years directly related experience

B.High School diploma or HSE

C.OR an equivalent combination of education and experience


3. Mandatory Knowledge, Skills, Abilities and Other Qualifications:

Read, write, speak and comprehend the English language.

Working knowledge of modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such Windows, Microsoft Office, Excel, PowerPoint, and Microsoft Word, etc.; telephone etiquette, various office machines, i.e., ten key, copy machine, etc. Some knowledge of administrative procedures; of legal processes associated with the maintenance of public records and documents; interpersonal communication skills, bookkeeping and basic accounting.

Skill in use of Telephone, typewriter, computer, calculator, fax and copy machines, postage machine, mobile/base radio, cassette recorder/transcriber.

Ability to deal effectively with the general public and stress associated with receiving and processing complaints; exercise initiative, independent judgment and to act resourcefully under varying conditions;; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files

Must maintain a valid NM Drivers License

Must be able to type 60 wpm.

May be required to operate a vehicle to run errands, pickup parts and materials.

Must possess high level of customer service at all times.

Post-Secondary course work in related field

Bilingual skills in English and the Spanish language

TAOS COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN, RELIGION, AGE SEX, ANCESTRY, PHYSICAL OR MENTAL DISABILITY, SERIOUS MEDICAL CONDITION, SEXUAL ORIENTATION, SPOUSAL AFFILIATION OR GENDER IDENTITY. 

The last day to apply for this position is Wednesday, March 29, 2017 at 5:00 p.m.

Please Note: This posting gives only a brief description of the position.  For copy of application and complete job description, contact Taos County Human Resources Department at 105 Albright Street, Taos, NM 87571; or 575-737-6312.


Taos County Job Description



Job Title:Administrative Assistant

Department:Operations

Job Code:1661

Pay Grade:10

Hours/week:40 hr/Week

Type of Position:Full-time

Reports to (title):Works under the general supervision of the Deputy County Manager/Operations Director and guidance of the Operations Office Manager

Supervises:N/A

Classification:Non – Exempt, Bargaining Eligible

Effective Date:July 12, 2016

Revised Date:July 12, 2016

PERFORMANCE EXPECTATIONS

Uphold all principles of confidentiality and respect of all colleagues to the fullest extent.

Adhere to all professional and ethical behavior standards inherent to the Public Sector.

Interact in an honest, trustworthy and dependable manner with all citizens and employees of Taos County.

Possess cultural awareness and sensitivity.

Maintain a current insurable driver’s license.

POSITION PURPOSE

The purpose of this position is to perform a variety of working level, routine administrative and technical clerical duties as needed to expedite the administrative, secretarial or clerical functions of the operations department.

ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES

The following duties are not intended to serve as a comprehensive list of all duties performed by the employee in this position, only to provide a summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position specific duties.

Performs a full range of clerical duties as needed to provide support to the Operations Department and division heads; acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; takes dictation and transcribes material into documents, letters, reports, memos, or other general correspondence; composes routine letters and informative notices; prepares requests for contracts for services; tracks contracts for renewal; maintains various program and activity files, records and documents including operations activities, expenditures, budget balances, and payroll; prepares meeting agenda requests; schedules appointments for staff.

Schedule and arrange meetings and travel itineraries; coordinates travel schedules, arrange for facilities, lodging, transportation, etc. on an as-needed basis.

Provides administrative assistance in the collection of budget information utilized in the preparation of annual budgets; assists to coordinate final budget preparations with various division heads; completes budget development as assigned.

Conducts purchasing, contacts vendors, requests and received price quotes, utilizes proper procurement policy, enters and submits requisition requests.

Responsible for tracking and reconciling of monthly budget, submits invoices for payments and tracks available balances.

Provides initial contact with the general public seeking information regarding driveway/excavation permits road issues/complaints/questions, sign issues; determines necessary forms; Assists the public in the completion and processing of driveway and excavation permits. Keeps a database of approved/issued permits.

Provides initial contact with County employees an dvendors in relation to work being performed by Operations Division Departments. Assists the Department in receiving and tracking requests (work orders) from other departments and the public on behalf of the Operations Division, countywide.

Tracks and files all County vehicle maintenance records, data entry into fleet maintenance software, enters preventive maintenance records.

Tracks and maintains lists of materials requested by employees; safety equipment, parts, tools, office supplies, signs, bridge materials.

Tracks and files all utility line locates, haul tickets, road maintenance log, updates daily logs and daily inspections.

Maintains inventory for various division assets; scoria, culverts, signs, bins, tools, auto parts, tires, auto supplies and office supplies.

Assists with the submittal of CDL information to the State; maintains accurate training information and certificates ascertained by staff.

Monitors department personnel work records, documents time worked and prepares payroll time records; performs leave accrural, documents leave used and calculates balances; communicates personnel leave balances to employees upon request.

Collects mail and distributes to various department locations; monitors office supply inventory, makes recommendations for purchasing needs; may coordinate purchases with approved vendors and suppliers.

In the absence of the Office Manager, assists in support role to provide efficiency to the Department.

MINIMUM MANDATORY QUALIFICATIONS

1. Education & Experience:

A.Two (2) years directly related experience

B.High School diploma or HSE

or

C.an equivalent combination of education and experience

Mandatory Knowledge, Skills, Abilities:

Read, write, speak and comprehend the English language.

Working knowledge of modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such Windows, Microsoft Office, Excel, PowerPoint, and Microsoft Word, etc.; telephone etiquette, various office machines, i.e., ten key, copy machine, etc. Some knowledge of administrative procedures; of legal processes associated with the maintenance of public records and documents; interpersonal communication skills, bookkeeping and basic accounting.

Skill in use of Telephone, typewriter, computer, calculator, fax and copy machines, postage machine, mobile/base radio, cassette recorder/transcriber.

Ability to deal effectively with the general public and stress associated with receiving and processing complaints; exercise initiative, independent judgment and to act resourcefully under varying conditions;; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files

Must maintain a valid NM Drivers Licence

Must be able to type 60 wpm.

May be required to operate a vehicle to run errands, pickup parts and materials.

Must possess high level of customer service at all times.

PREFERRED QUALIFICATIONS

Post-Secondary course work in related field

Bilingual skills in English and the Spanish language

 

WORK ENVIRONMENT

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Non-typical office conditions exist, and the noise level in the work environment can vary from moderate to high. Employee may be exposed to fumes, airborne particles, toxic and caustic chemicals. Limited overnight travel may be required from time to time.

Physical demands: While performing the duties of this job the employee is regularly required to: walk, sit, use hands and fingers, reach with hands and arms, talk and hear. May be required to stand for long periods. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds or more. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Mental demands: There are a number of deadlines associated with this position. The employee must also multi-task and interact with a wide variety of people on various and, at times, complicated issues.

Disclaimer:  The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

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