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Administrative Support Assistant

1 month ago

Albuquerque, New Mexico, United States Bernalillo County Full time
Job Posting Title:
Administrative Support Assistant
Department:
Public Works
Location:
415 SILVER AVE SW
Pay:
$18.15 - $25.73

Close Date:
March 10, 2025

Employees at Bernalillo County enjoy the ability to team up with each other to build a high quality of life for our county residents, communities, and businesses. In addition to being an organization with a strong focus on work-life balance, building a culture of flexibility, learning, and belonging the County offers many benefits. Employees of Bernalillo County enjoy many thoughtful rewards such as, but not limited to generous leave accruals; career development opportunities; remote & flex-work options as appropriate; longevity pay; education assistance program; health benefits; lucrative retirement; and so much more.

Administrative Support Assistant will provide a variety of administrative support to management and departmental/divisional staff requiring thorough knowledge of assigned department or division, its procedures, and operational details; provides information and assistance to the public, external agencies, and County staff related to the administration of department/division programs, projects, and services; may prepare case files; analyze information, develop reports and coordinate special projects; performs related duties as assigned.
DUTIES AND RESPONSIBILITIES

1. Provides administrative support for assigned department or division in the daily management of operations; assists with the implementation of procedural, administrative, internal control, and/or workflow changes after approval.

2. Independently composes various documents, correspondence, and reports requiring knowledge of and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, ordinances, and County policies and procedures relevant to assigned area of responsibility.

3. Verifies and reviews forms, documents, and reports for completeness and conformance with established policies and procedures.

4. Receives, processes, and responds to public records act requests, complaints, and other requests for information; researches and organizes information; ensures timely response to all requests.

5. Researches, organizes, and distributes a variety of department or division-specific information, documents, forms, records, and data as requested.

6. Performs various accounting/bookkeeping work such as verifying or computing financial data, preparing and processing purchase requisitions and invoices, securing quotes from vendors, processing accounts payable/receivable, processing credit card and travel reimbursements, monitoring budget expenditures, preparing account and budget reports, maintaining and balancing accounts, and processing time records for payroll.

7. Performs duties associated with personnel administration such as processing various personnel transactions and documents, maintaining confidential employee records, coordinating recruitment, selection, and testing processes, conducting new employee orientations, and processing related paperwork.

8. Communicates with management and staff from other departments/divisions and agencies to obtain and relay information and to coordinate assigned activities.

9. Organizes and maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.

10. Schedules, coordinates, and attends meetings, seminars, conferences, and training sessions for department/division staff.

11. May exercise supervision of assigned staff.

12. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information.

13. Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.

* The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.

MINIMUM QUALIFICATIONS

High School Diploma or GED, and two (2) years of related work experience as it pertains to the position. Any equivalent combination related to education and/or experience may be considered for the above requirements.

ADDITIONAL REQUIREMENTS

The offer of this Bernalillo County position requires compliance with the following:

1. Employee must successfully complete the post-offer employment medical examination and background investigation.

2. Employee must comply with the safety guidelines of the County.

3. Employee must complete required FEMA training(s) as assigned to position.

4. Employee must complete required Supervisor classes if applicable.

5. Pursuant to the criminal history screening for Caregivers Act, Section 29-17-1 through Section 29-17-5 NMSA 1978, new hires at Bernalillo County Behavioral Health Services facility will be required to complete a caregiver criminal history screening for all caregivers. Conviction of a disqualifying condition is cause for termination or sufficient reason not to hire if applicant has a disqualifying condition on their record at time of application.

6. May be required to have a valid New Mexico driver's license by employment date and retain a valid NM driver's license while employed in this position.

WORKING CONDITIONS

1. All essential duties are performed indoors.

2. Duties are performed in a temperature-controlled environment.

3. Duties are performed on an even surface, which may be carpeted or tiled. Working surface is typically dry.

4. Worker often works alone both with and without directions from supervisor.

EQUIPMENT, TOOLS AND MATERIALS

1. Equipment typically used to perform administrative duties includes the telephone, computer, telefax machine, photocopy machine, and pager.

2. Worker may handle first aid and oxygen equipment on an occasional basis.

3. Materials and products typically handled in the performance of administrative duties include a wide variety of forms and paperwork, reports, various writing utensils and a wide assortment of other basic office supplies and materials.

FUNCTIONAL ANALYSIS

**NOTE: You are not required to disclose information about physical or mental limitations that you believe will not interfere with your capability to do the job. On the other hand, if you want the employer to consider special arrangements to accommodate a physical or mental impairment, you may identify that impairment in the space provided and suggest the kind of accommodation that you believe would be appropriate.

PHYSICAL AND MENTAL REQUIREMENTS

1. Mobility - frequent standing or sitting for extended periods; frequent walking; occasional driving may be required depending upon assignment; occasional pushing/pulling; occasional bending, kneeling, squatting and crawling.

2. Lifting - occasional lifting up to 25 pounds.

3. Vision - constant use of good overall vision for reading/close up work; frequent use of color perception and eye/hand coordination; occasional use of depth perception and peripheral vision.

4. Dexterity - frequent repetitive motion from writing and using a computer keyboard; frequent grasping, holding and reaching.

5. Hearing/Talking - frequent hearing/talking to others on the telephone and in person; occasional hearing of faint sounds.

6. Emotional/Psychological - frequent concentration; frequent public contact; occasional working alone.