OFFICE ASSISTANT

2 weeks ago

NM United States City of Las Cruces, NM Full time
Nature of Work

Performs administrative office support activities and provides customer service relative to department programs and services.

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; mostly desk work. Frequent to constant use of a personal computer.

ENVIRONMENTAL FACTORS

Work is performed in a standard office environment.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.

Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.

This position is graded RN03.

This initial posting will be used to fill a Full-time, regular, non-exempt position in the Police Department but may be utilized to fill other Office Assistant vacancies in various City Departments to include full time, part time, and/or contract.

Duties and Responsibilities

* Interacts with customers to provide the appropriate level of assistance and response to inquiries, issues of concern, and requests for information, or explanation, regarding various services, processes, policies, and procedures; refers matters requiring policy interpretation, or technical expertise, to the appropriate staff for resolution; conducts research, compiles information and prepares various special and recurring reports to ensure effective, accurate, and timely communication of information; assists with applications, forms, and other documents.
* Creates, maintains, tracks, updates, and distributes records in various formats, automated systems, and software for accuracy to ensure data integrity and adherence to internal controls, practices, and policies.
* Provides a variety of office assistance duties; prepares correspondence to assemble and distribute memoranda, letters, information packets and other communications; processes mail, correspondence and other items; compiles, updates and maintains statistical information, reports and related documents.
* Receives and verifies payables and receivables; codes, processes and submits invoices; maintains budget and accounting information to monitor expenditures as required.
* May process, input, track and maintain work orders; conducts month end close out of repair orders as required; receives and accounts for fees, fines, and other monies related to programs or fund accounts; audits and prepares deposits; maybe responsible for maintaining petty cash.
* May generate and open purchase orders, requisitions, pricing agreements and other financial documents; may research availability of supplies and materials and obtain quotes.
* Assists in, coordinates, and schedules special events, appointments, and meetings; maintains schedule of facilities or sites; may attend meetings and take minutes.
* May dispatch staff to resolve issues, complaints, or provide additional services utilizing two-way radio; may perform payroll activities such as maintaining and processing records for time worked, overtime, leaves and absences; tracks employee leave accruals.
* May be responsible for records management in accordance with prescribed schedules and guidelines; prepares records and documents for microfilming, scanning and retention; converts scanned documents into electronic document format; maintains logs of records and documents; operates reproductive, micrographics, and imaging equipment to produce copies of records, legal documents and maps for archival storage and retention.
* May serve as records custodian involving researching records, copying and dispersing information/records.

Minimum Qualifications

Equivalent to a high school diploma PLUS one year of clerical, accounting, or customer service experience. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy. May prefer some job-specific experience.

Valid Class D driver's license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies. Bilingual skills (English/Spanish) are desirable. Additional technical certifications and training may be required for some incumbents in this job class.

Knowledge, Skills, and Abilities

Basic knowledge of: customer service principles, standards, and methods; standard office practices and procedures; business mathematics; appropriate business English, including spelling, grammar and punctuation; effective communication and techniques for effectively interacting with customers, in person and over the telephone; business and personal computers, business office software applications, and report generation; records management principles and record keeping practices; City organization, operations, policies and procedures to effectively perform the required functions and duties of the position.

Ability to: perform a variety of duties and responsibilities timely and with accuracy to meet time-sensitive deadlines; provide appropriate levels of customer service to ensure achievement of goals and objectives; read, communicate, and comply with policies, procedures, rules, and regulations governing related activities, programs, and functions; communicate effectively in verbal and written forms; research and compile applicable information and maintain accurate records; establish and maintain effective working relations with co-workers and the public; maintain confidentiality of sensitive information and data; make accurate arithmetic calculations; operate standard office equipment and timely and accurately enter data using a personal computer with basic and specialized software applications; present a positive image; use initiative and independent judgment within established procedural guidelines to successfully meet established goals and objectives.

Skills in: effectively communicating in written and verbal forms; applying correct English usage, grammar, spelling and punctuation; preparing accurate reports and related business correspondence; presenting information and responding to questions from the public and employees; operating standard office equipment, personal computers and related software; entering data into a computer system with speed and accuracy; conducting research and maintaining records and files in various mediums and formats; maintaining objectivity and freedom from prejudice, and exercising judgment and understanding in daily interactions with customers.

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