Administrative Support Assistant Lead

Bernalillo County•Albuquerque, NM

1d•Onsite

About The Position

The Administrative Support Assistant Lead plans, oversees, and performs administrative, technical, and program support tasks. This role coordinates services such as HR, accounting, budgeting, purchasing, and office management. The Lead assists the public, agencies, and County staff with department programs and services, uses independent judgment to streamline processes, recommends workflow improvements and cost controls, and supervises employees, including hiring, training, evaluation, coaching, and discipline. The position involves working in conjunction with directors to maintain and develop methods adhering to department policies and procedures, developing and researching information related to department activities, and recommending changes to improve workflow, simplify procedures, implement cost controls, and establish efficient department operations. This role also involves maintaining electronic calendars, scheduling meetings, assisting with filing, correspondence, media inquiries, and timekeeping, preparing routine media notices and legal advertisements, preparing reports, maintaining accurate files, providing administrative support on budgetary, payroll, and/or accounts payable matters, representing the department on public awareness campaigns and committees, creating and maintaining mailing lists, and serving as a liaison between departments for bid specifications, procurement issues, vendor payments, and contractual services. Incumbents may handle sensitive and/or confidential records, plans, documents, or decisions that require maintaining confidentiality.

Requirements

Associate's degree in related field
Three (3) years of work experience in public administration and/or business administration, or as it relates to the purpose of the position.
Any equivalent combination of related education and/or experience may be considered for the above requirements.
Successful completion of a post-offer employment medical examination and background investigation.
Adherence to all County safety guidelines.
Complete all FEMA training(s) assigned to this position.
Possession of a valid New Mexico driver’s license by the date of hire and maintenance of a valid license while employed in this position.
Complete required supervisor training, if applicable.
Some positions in this classification must become certified in the use of NCIC within three (3) months.

Responsibilities

Plans, coordinates, and participates in providing administrative, technical, and programmatic support for assigned department or division in the daily management of areas such as human resources, accounting, budget, purchasing, or office management.
Participates in the development and implementation of department/division goals and objectives.
Develops and standardizes procedures, work standards, and internal controls to improve and continuously monitor the efficiency and effectiveness of administrative operations, programs, and service delivery methods and procedures.
Assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations; develops and maintains administrative operating procedures/manuals.
Plans, coordinates, organizes, and carries out administrative and technical studies, assignments, and projects; researches, analyzes, and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; identifies trends and discrepancies; presents findings and recommendations in an appropriate format for review by supervisory or management staff.
Assists management in performing and conducting department/division-wide studies and special projects; collects and analyzes data; prepares comprehensive technical records and reports.
Serves as a liaison and represents the department/division and County to the public, and various regulatory agencies, community groups, and other agencies.
Coordinates the receipt, processing, and response to public records act requests, complaints, and other requests for information; researches, analyzes, and organizes information; ensures compliance with legal and regulatory requirements.
Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility.
Directs the design, organization, and maintenance of accurate and detailed databases, files, and records, verifies accuracy of information, research discrepancies, and records information; ensures compliance with established records retention schedules.
Attends and participates in a variety of task forces, committees, and meetings, both internal and external, relating to assigned areas of responsibility; maintains awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the County and the assigned department/division.
May exercise supervision of assigned staff.
Maintains an electronic calendar of activities, meetings and various events for the section; may schedule meetings and coordinate activities with other County departments as necessary.
Assists the Department Director in an administrative capacity on a daily basis including filing, correspondence, scheduling meetings, media inquiries and time keeping.
Prepares routine media notices, advisories, and legal advertisements for county meetings.
Prepares reports; maintains accurate files and related documents for the department.
Provides administrative support on budgetary, payroll and/or accounts payable matters.
Represents the department on public awareness campaigns and committees and assist with exhibits and outreach efforts.
Creates and maintains mailing lists.
Serves as a liaison between Communication Services Department, Finance and Purchasing in developing bid specifications, procurement issues, assuring vendor payments and completion of contractual services.
Contacts various county departments routinely, for departmental updates, information on special events or activities.