Administrative Assistant at Grant County, New Mexico

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position.

• Assist the Executive Assistant, County Manager, and other internal departments and elected officials, as assigned, with clerical and administrative tasks.
• Provide General Reception Service in the Manager’s Office during the hours of 8:00 am to 5:00 pm Monday through Friday.
• Greet customers of the department, by phone, in person, or through electronic media. Assesses public needs and explains services, processes, and procedures. Assist in resolving problems and ensure satisfactory customer service. Process forms or applications to ensure accuracy and completeness; compute or verify data, enter data and forward or file paperwork.
• Assist with creating, proofreading, and editing various documents.
• Proficient in a variety of office software applications including Outlook/Google email, File Management, Word, Excel, Adobe, Acrobat, Canva, and other office software.
• Operate office equipment such as printers, copy machines, and fax machines. Serve as liaison with service and vendor personnel.
• Enter information into databases of department records and services, ensure the accuracy and completeness of the data, and generate reports or outputs as needed. 
• Responsible for collecting, processing, and disseminating mail for all departments including delivery and collection to and from the U.S. Postal Service, UPS, or Fed Ex as well as responsible for postage meter readings and ensuring sufficient funds are available for postage.
• Maintain department supplies and inventories. Track status, orders, purchases, and maintain or distribute supplies as needed.
• File documents and develop or modify filing practices, including the use of electronic rather than paper records.
• Responsible for scheduling and maintaining agreements associated with Bataan Park, Fair Grounds, and the Gila Community Building. 
• Schedule events/meetings for the Red Room and Commission Chambers.
• Update and maintain contact lists for respective County departments and committees.
• Will be required to assist with and/or perform duties of other departmental employees
• Must be able to meet deadlines and work under pressure.
• Applicant must disclose real or perceived conflicts of interest and must abide by the Governmental Conduct Act.
• Perform other duties associated with the position.

• Basic arithmetic abilities and professional-level reading and writing abilities.
• Possess proofreading and grammar skills.
• Strong organizational, file management, and planning skills.
• Establish and maintain effective, professional working relationships with other employees, elected officials, and the public. 
• Ability to maintain confidentiality of all personnel and other information. 
• Strong organizational and interpersonal skills.
• Always use good judgment in determining work assignments. 
• Ability to determine appropriate course of action in more complex situations.   
• Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude.   
• Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work. 
• Ability to complete work assignments accurately and in a timely manner. 
• Ability to communicate effectively, both orally and in writing. 
• Ability to handle difficult situations involving customers, staff, or others in a professional manner.

Physical Demands:

• The work required light-to-medium physical effort, which includes:
  1. Frequent bending
  2. Frequent reaching
  3. Frequent lifting, pushing, pulling, or carrying items waist high, weighing up to 10 pounds
  4. Occasional lifting, pushing, pulling, or carrying items waist high, weighing up to 20 pounds
  5. Moderate to prolonged walking during site visits
  6. Coordinated use of eyes, ears, hands, and feet to operate a motorized vehicle
  7. Good vision and hearing

Conditions of Employment:

• Subject to and must pass a post-offer of employment Drug & Alcohol Analysis Test.
• Following a conditional offer of employment, successfully complete background investigation, which may include, but is not limited to: a criminal record search, driving record screening, reference check, and employment verification. 
• Must not have any felony convictions related to the position.

Work Conditions/Description of Tools, Equipment, Work Aids Used, and Materials and/or Products Handled:

• Office environment.  Normally works 8-5 Monday-Friday.  
• May be required to attend out-of-town training and seminars.
• Skill in modern office procedures, methods, and equipment including computers, computer applications such as word processing, spreadsheets, and statistical databases.    

Professional Requirements: 

• Successful completion of required training, including but not limited to Cardiopulmonary Resuscitation (CPR), and Defensive Driving within one year from the date of hire. 
• Adhere to the dress code, business casual dress is neat and clean.
• Report to work on time and as scheduled. 
• Represent the County in a positive and professional manner at all times, including the use of tact when working with a wide range of individuals, including the public, often under tense circumstances.
• Comply with all County policies, procedures, and standards regarding ethical business practices in accordance with the Governmental Conduct Act.
• Attend regular staff meetings.