Office Assistant

Under close supervision, provides a variety of routine office clerical support and receptionist services for assigned area; may serve as the initial point of contact for the public, officials, and visitors to the County/department; answers and routes telephone calls in a timely fashion; assists public with requests such as forms, documents, applications, and permits, including basic explanation of requirements; performs administrative duties including typing/word processing, reviewing and pulling documents;

maintaining files, data entry, routing and distributing mail, monitoring of inventory and supplies; assisting with personnel related paperwork/payroll; scheduling meetings for work group/individuals; and performs other duties as assigned.

• High School Diploma/GED Certificate and one year of general office clerical support and/or receptionist experience that includes heavy customer service contact.

• Valid New Mexico driver's license or ability to obtain a valid New Mexico driver's license within 30 days of hire.
• Ability to maintain a valid New Mexico driver's license.
• Some positions may require specific certifications and licenses within a specified time period after hire.

• Screens and responds to or directs telephone calls; receives and screens visitors; processes, sorts, and directs mail and responds to correspondence as appropriate; and refers highly technical inquiries to appropriate staff member.
• Prepares documents and information for presentations and meetings; prepares and types correspondence, memos, reports, spreadsheets, and updates forms as directed; schedules meetings for department management, work groups/committees and individual staff members as requested; maintains calendars; operates office equipment such as copiers, calculators, scanners, fax machines, peripheral equipment, personal computers, or other equipment found in work unit; prepares receipts for payment; may reconcile petty cash;
  
  assembles and/or compiles a variety of data from office records for incorporation into standard reports; assists public with filling out forms and applications and reviews for completeness prior to accepting; completes standard forms within established guidelines; files documents and correspondence; posts ads and other legal documents to newspapers/journals; and tracks and maintains records.
• Processes incoming and outgoing mail; prepares packages for mailing; participates in outreach or County events as assigned; and schedules and books outside agencies and vendors as directed.
• Provides support to assigned management/staff members as directed; attends and participates in committees and professional group meetings as directed; and ensures accountability and compliance with all current and applicable state and federal laws, County policies and procedures, rules and regulations.
• Performs other job-related duties as assigned.

• Researches, plans, and coordinates community outreach, program outreach and recruitment events; provides transportation to and from projects and events; visits program workstations.
• Collects, verifies and processes documents and forms for volunteers; processes volunteer applications; initiates client introductions; calculates stipends; fills out vendor request form; records information as directed; and files all forms appropriately.