Administrative Assistant

Grant, County of • Silver City, NM

3d • Onsite

About The Position

Administrative Assistant performs a wide variety of responsible office support and administrative functions. The Administrative Assistant position requires proficiency in a full range of general office services and processes, as well as knowledge of the department's services and work assignments. The Administrative Assistant must be able to work in a fast-paced work environment, perform multiple projects simultaneously, be a self-starter, and work independently.

Requirements

• High School diploma or equivalent recognized certificate.
• A minimum of two (2) years of diverse general clerical/administrative experience, preferably in a government setting.
• Must have the ability to operate a computer, its software, and general office equipment
• Valid New Mexico State Driver’s License.
• Must have a good driving record to be insurable for liability purposes.
• Good organizational skills
• Good communication and interpersonal abilities.
• Basic arithmetic abilities and professional-level reading and writing abilities.
• Possess proofreading and grammar skills.
• Strong organizational, file management, and planning skills.
• Establish and maintain effective, professional working relationships with other employees, elected officials, and the public.
• Ability to maintain confidentiality of all personnel and other information.
• Strong organizational and interpersonal skills.
• Always use good judgment in determining work assignments.
• Ability to determine appropriate course of action in more complex situations.
• Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude.
• Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work.
• Ability to complete work assignments accurately and on time.
• Ability to communicate effectively, both orally and in writing.
• Ability to handle difficult situations involving customers, staff, or others in a professional manner.

Nice To Haves

• Proficient in a variety of office software applications, including Outlook/Google email, File Management, Word, Excel, Adobe, Canva, Publisher, and PowerPoint.

Responsibilities

• Assist the Executive Assistant, County Manager, Maintenance Department, Fire Chief, and Administration Staff with clerical and administrative tasks.
• Provide General Reception Service in the Manager’s Office during the hours of 8:00 am to 5:00 pm Monday through Friday.
• Greet customers of the department, by phone, in person, or through electronic media.
• Assess public needs and explain services, processes, and procedures.
• Assist in resolving problems and ensuring satisfactory customer service.
• Process forms or applications to ensure accuracy and completeness; compute or verify data, enter data, and forward or file paperwork.
• Assist with creating, proofreading, and editing various documents.
• Operate office equipment such as printers, copy machines, and fax machines.
• Serve as liaison with service and vendor personnel.
• Enter information into department records and services databases, ensure the accuracy and completeness of the data, and generate reports or outputs as needed.
• Responsible for collecting, processing, and disseminating mail for all departments.
• Responsible for delivery and collection to and from the U.S. Postal Service, UPS, or FedEx.
• Responsible for postage meter readings and ensuring sufficient funds are available for postage.
• Maintain department supplies and inventories.
• Track status, orders, and purchases, and maintain or distribute supplies as needed.
• File documents and develop or modify filing practices, including the use of electronic rather than paper records.
• Responsible for scheduling and maintaining agreements associated with Bataan Park, Fair Grounds, and the Gila Community Building.
• Coordinate and organize meetings and support department activities and functions.
• Schedule events/meetings for the Red Room and Commission Chambers.
• Assist in maintaining and monitoring the Grant County Website and Facebook Page, which includes postings associated with Grant County Government.
• Update and maintain contact lists for respective County departments and committees.
• Assist with and/or perform duties of other departmental employees.
• May be required to work irregular hours, attend job-related meetings, and perform all duties with minimal supervision.
• Must be able to meet deadlines and work under pressure.
• Applicant must disclose real or perceived conflicts of interest and must abide by the Governmental Conduct Act.
• Perform other duties associated with the position.

Benefits

• Subject to and must pass a post-offer of employment Drug & Alcohol Analysis Test.
• Following a conditional offer of employment, complete a background investigation, which may include, but is not limited to: a criminal record search, driving record screening, reference check, and employment verification.
• Must not have any felony convictions related to the position.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED