Administrative Assistant - IS

Job Summary

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Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of a department; coordinates schedules and maintains department calendars; prepares reports, processes invoices for payment and tracks budget expenditures.

Education and Experience Requirements

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• High School diploma GED equivalent and four (4\) years of administrative, clerical or secretarial experience.
• Valid State of New Mexico Driver's license or able to obtain within six (6\) months of employment.

Environmental Factors and Conditions/Physical Requirements

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• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropri\-ate based on the needs and requirements of this position.

Essential Job Functions

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The list that follows is not intended as a comprehensive list; it is intended to provide a representative 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 tasks

• Provides a broad range of administrative support to the department administrator and department staff; assists in training new support staff; assigns and reviews work of other support staff.
• Resolves problems, creates solutions and ensures the quality of the work products.
• Monitors budget, contracts and expenditures; collects, compiles and analyzes data and information; drafts reports for the department administrator as assigned.
• Coordinates the annual county budgeting process; monitors the budget cycle and department submittal timelines, organizes documentation, and coordinates the formal submittal process.
• Maintains department calendar; receives, opens, reviews and distributes mail; prepares purchase orders and vouchers; establishes and maintains filing procedures; coordinates and monitors assigned projects.
• Coordinates activities with other departments; gathers information and prepares documentation; responds to basic questions about department operations and programs; ensures effective communications with other agencies and functions.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with County policy, procedures and guidelines.
• Coordinates personnel administrative actions; prepares required documentation for approval.
• Research inquiries from employees with personnel questions; reviews and processes forms to execute personnel change transactions.
• Maintains department statistical and employee information; collects statistical data and compiles data for reports; updates and assures the accuracy of data bases; creates management reports.
• Utilizes the County payroll computer system to input, access, retrieve, and analyze data; updates automated and manual computer records and tracking systems.
• Types, edits and prepares correspondence, memoranda, letters, legal documents, information packets and other communications; responds to routine letters and composes general correspondence as directed.
• Answers phone and determines nature of the calls; logs and routes calls and IT help desk requests to appropriate individuals, offices, work units, divisions or departments to handle inquiries and complaints; takes and delivers messages.
• Monitors the department’s IT help desk ticketing system; reviews incoming tickets for completeness and urgency; triages and assigns tickets to appropriate technical staff based on issue type and priority; tracks ticket status and escalates unresolved issues as needed.
• Conducts follow\-up with end users on open and pending tickets to confirm issue resolution and satisfaction; communicates status updates and estimated resolution timelines; closes tickets upon confirmed completion.
• Maintains and updates the department’s IT asset inventory; tracks hardware and software assignments, warranty information, and equipment disposition; conducts periodic audits to ensure inventory records are current and accurate.
• Works with vendors and suppliers to obtain quotes, make purchases, and track activity as assigned.
• Performs other related duties as assigned.