Administrative Assistant- Economic Development - R Job Las Cruces area,New Mexico USA,Administrative/Clerical

Position: Administrative Assistant- Economic Development - R-1000807

NOTICE TO APPLICANT. This position will close at 12:00AM MST on the End Date. You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc. Only the information provided on this application is evaluated when determining compensation. An assessment will be administered.

Job Description Purpose Summary

Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department.

Essential Duties

Administrative Support

Compose correspondence, reports, spreadsheets, requisitions, and documents for supervisor signature.
Maintain accurate records and files; examine reports, responses, legislation, or other materials to determine required actions or additional information needed.
Coordinate logistics for meetings and represent the department at meetings, as directed.
Comply with all department and county policies and procedures.
Assist with planning, coordinating, and supporting department-sponsored events, including scheduling, logistics, vendor communication, and on‑site support as needed.

Financial and Budget Management

Prepare, analyze, and maintain the department budget.
Serve as a point of contact on department budget matters.
Review, examine, and analyze accounting records of the department or vendors to verify accuracy and identify discrepancies.
Assist with timely processing of invoices for projects and services.
Perform timekeeping responsibilities, if assigned.

Procurement and Resource Coordination

Fulfill requests for office supplies, equipment, and materials.
Develop written protocols to address operational issues such as cash handling, purchasing, and equipment repairs.

Communication and Customer Service

Communicate and respond to inquiries in verbal and written form.
Handle requests for information related to assigned responsibilities.

Records and Program Support

Apply knowledge of county objectives and policies; prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for assigned meetings.
Assist with internal administration of departmental grants and grant programs, serve as administrative support for department grant managers, as assigned.
Assist with oversight on professional services agreements, ensure invoices are paid out in a timely manner, review monthly submission reports, provide recommendations and feedback on reporting to professional services program managers.
Route project agreements for signature, follow up with departments as needed, and confirm full execution of documents.

Additional Duties

Other duties as assigned.

Qualifications

Education:

High school diploma or equivalent.
Experience:

Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience is required. Bi‑lingual (English/Spanish) preferred.
Education/Experience substitution. In accordance with County Policy. No substitution for required education.
Licenses/Certifications:

Valid driver's license. Must maintain a valid driver's license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire.
Other (e.g., post‑offer medical exam, polygraph, background check, driver's license record, etc.). Must pass pre‑employment background check and driving record check. Must pass pre‑employment credit check.

Knowledge, Skills, and Abilities Required by the Position

Office procedures and practices, administrative techniques and organizational skills.
Filing and record keeping systems.
Inventory control procedures.
Principles and procedures of budget preparation, control, financial record keeping and reporting.
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