Administrative Assistant

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Date Last Reviewed: 07/22/2024

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Under the direct supervision of the Executive Assistant and under general supervision of Department Supervisors, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures.

• Assists and directs visitors. Refers administrative problems and inquiries to the appropriate department.
• Composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.
• Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with other operating units in day‑to‑day administrative activities.
• Provides administrative support in special projects/events such as staff meetings, holiday party, retreats, etc.
• Assists with answering telephones, assisting visitors, and referring administrative issues.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, including travel and lodging arrangements.
• Prepares or assists with the entering of data for statistical and narrative reports; performs basic information gathering and data entry per established procedures.
• Establishes, maintains, and updates files, databases, records, and other documents; performs routine analyses and calculations.
• Prepares requisition of supplies, and/or stock and capital equipment inventories.
• Sorts, screens, reviews and distributes incoming and outgoing mail.
• Performs miscellaneous job‑related duties as assigned.

• High School Diploma or GED

• Valid NM driver’s license and reliable personal transportation

• Ability to communicate effectively, both verbally and in writing
• Organizing and coordinating skills
• Ability to identify and refer problems to appropriate department
• Receptionist skills
• Word processing and/or data entry skills
• Ability to maintain calendars and schedule appointments
• Knowledge of travel/lodging planning and scheduling
• Knowledge of general accounting principles
• Database management skills
• Records maintenance skills
• Knowledge of supplies, equipment, and/or services ordering and inventory control
• Knowledge of and familiarity with compliance programs, ability to cooperate fully and comply with laws and regulations

• Person in this position must prioritize and respond to diverse demands of the role.
• Good dexterity to operate personal computers and office equipment; occasional lifting and carrying of office duties.
• Capable of using office machines and personal computers for word processing, data entry, and spreadsheet applications.
• Must be able to read a computer monitor and outputs accurately; must communicate clearly and accurately for work and safety compliance.
• Work mostly inside an office in a controlled environment. Normal office safety precautions and practices required.
• Regular work schedule Monday‑Friday; weekends and evenings may be required to meet with Board of Directors and meet deadlines.

Entry level

Full‑time

Administrative

Law Practice