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Senior Office Assistant

Salary

$15.57 Hourly

Location

Las Cruces, NM

Job Type

Contract

Job Number

I016 06-24 LD

Department

Evergreen Recruitment

Opening Date

06/11/2024

Closing Date

12/16/2024 11:59 PM Mountain

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Nature of Work

Performs highly responsible and specialized clerical/administrative office support activities and provides customer service to the public and other agencies relative to department programs and services.

Environmental Factors

Work is performed in a standard office environment.

Physical Factors

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

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.

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

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

What is an Evergreen recruitment? A recruitment in which we need a larger volume of candidates to fill multiple vacancies across all City departments. It will be posted for an extended time, so that we can draw from the pool of applicants as needed.

**ThisEvergreen recruitment may be utilized to fillcurrent and futureSenior Office Assistant vacancies in all City Departments to include full time, part time, temporary, and/or contract.This position may be posted again as applicant pool is exhausted.

The initial review of applications will occur on June 24, 2024, and periodically thereafter.**

*This position is graded at RN04, CN04.*

Duties and Responsibilities

• Assists the public in person or by phone answering inquiries related to department services and programs; solicits and obtains basic information needed in order to determine appropriate action to be taken, resolves discrepancies or errors, disperses relevant information, or referscustomer to the appropriate personnel or department.
• Assists the public with departmental applications/forms and verifies necessary documents are included; receives complaints and attempts to resolve them; explains rules, policies, and procedures; refers matters requiring policy interpretation to supervisor for resolution; provides information regarding departmental processes, procedures and requirements.
• Compiles information and generates various special andrecurringreports; manages database, interprets information, and assures the accuracy of information; enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus; creates, updates and tracks a variety of electronic and paper files, records, reports, rosters, logs and related documents; accesses and locates information for customers, staff, agencies and others.
• Receives and verifies bills, invoices and credit cards statements; codes, processes and submits invoices/credit card statement for payment; prepares financial reports; ma ntains budget information; monitors departmental expenditure as required; may generate and open purchase orders, requisitions, pricing agreements and other financial documents.
• Prepares and processes licenses, resolutions, business certificates, applications as required; prepares and updates a variety of reports and records which may require the use of arithmetic calculations and consolidating materials from several sources; provides information to law enforcement agencies, courts, attorneys and the public in accordance with legal requirements governing release of information; may notarize Affidavit of Service.
• Coordinates special events and meetings with multiple outside agencies; maintain schedule of facilities or sites; files and maintains departmental records, documentation, and may attend meetings and take minutes; may coordinate the work of other administrative staff.
• Prepares correspondence, reports, forms, agendas, meeting minutes, memorandums, letters, newsletters, and specialized documents related to the organizational unit and/or program services from drafts, notes, dictated tapes, or brief instructions, proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling; assembles and distributes information packets and other communications; makes and distributes copies; processes mail, correspondence and other items;
• May perform production transcription of reports, statements, or meeting notes for the public and law enforcement use from notes or dictated tapes; ensures that all other documents are prepared accurately and in accordance with department standards; may provide election support for all City elections; may be responsible to fill inspection of public records requests; may provide transcription language translation services.
• Receives and verifies payables and receivables; codes, processes and submits invoices; maintains payroll, budget and accounting information; monitors departmental expenditure as required. receives and accounts for fees, fines, and other monies related to organizational programs or fund accounts; audits and prepares deposits; maybe responsible for maintaining petty cash.
• Assists with ordering and maintaining office supply inventories and departmental equipment; may process, track and maintain work orders and time report documentation; conducts month end close out of repair orders as required.
• May perform payroll activities such as maintaining/processing records for time worked, overtime, leaves and absences; tracks and maintains employee leave accruals.
• May serve as back up to other clerical/administrative positions in the office; may schedule and oversee the work of volunteers for the office.
• May serve as subject matter resource; may assign work to a small clerical staff; develops or revises work practices and procedures to insure uniformity, efficiency, completeness, accuracy, and conformance with management direction; trains employees on proper interpretation and use of applicable laws, regulations, policies, procedures, job techniques, and work practices.
• Operates a variety of office machines and equipment including personal computers, typewriters, adding machines, transcribing equipment, calculators, alpha readers, data processing terminals, printers, copiers, binders, collators, and microfilm equipment as needed.

Minimum Qualifications

Equivalent to a high school diploma PLUS three years' experience performing administra