Administrative Assistant- Vehicle Maintenance

GENERAL PURPOSE

Under general supervision, provides a variety of journey level secretarial and administrative office support work for assigned department or major program area; types a variety of correspondence, memoranda, and documents; maintains schedules and calendars; maintains files and records in accordance with departmental and County guidelines; provides information and assistance to department staff, outside consultants/contractors, outside agencies, and the general public regarding assigned area programs, policies, and procedures;

routes and distributes mail; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department/program; arranges for travel and training for staff; and performs other duties as assigned.

A job description is intended to present a general list of tasks/duties performed by employees within this job. Job descriptions are not intended to list all duties performed within the job.

• High School Diploma/GED Certificate and three years of experience providing the full range of administrative/office support functions for a department or large/major program or function that includes providing secretarial support duties, data entry, researching and compiling data, monitoring inventory, supplies, and budgets, coordinating schedules, special projects, and file and records maintenance.

• Valid New Mexico Drivers License; some positions may require specific certifications and licenses within a specified time period after hire.

• Coordinates the clerical and administrative support functions for the assigned department or major program area; coordinates, prioritizes, and monitors the support functions for a variety of projects and is accountable for the end results; serves as resource to the assigned department/program; solves problems using sound reasoning and judgment to develop practical solutions based on established guidelines, rules and regulations; interprets policies and procedures to put information together to address issues/problems;
  
  assists with implementation of new policies, procedures and practices; drafts and composes a variety of routine to more complex correspondence and reports; serves as record-keeper of meetings; and schedules meetings and appointments.
• Types and proofreads a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, agenda items, statistical charts, and other documents and material; types from rough draft, verbal instruction, or transcribing machine; and independently composes documents related to assigned area of responsibility.
• Screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; researches information related to department regulations and office policies; refers callers to proper authority; assists the public and other department staff in interpreting and applying policies and procedures; and may sort and distribute mail.
• Maintains calendar of activities, meetings, and various events for assigned staff; makes appointments and maintains appointment calendars; coordinates activities with other County departments, the public and outside agencies; schedules and reserves meeting rooms; coordinates and processes staff travel arrangements.
• Operates a variety of office equipment including copiers, facsimile machine, scanners, and computer; utilizes various computer applications and software packages; enters data; maintains and generates reports from a database or network systems; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications;
  
  monitors and updates inventory, budget, payroll, and account records for department or…