Office Assistant III - Alternative Sentencing (Treatment)

County of San Juan•Alternative Sentencing Division, NM

About The Position

Under general supervision, the Office Assistant III performs clerical, technical, organizational, and administrative activities supporting the Alternative Sentencing department. The position is often a front-line representative of San Juan County and requires outstanding public relations and communication skills. Work is performed in an office environment. The role may involve repetitive tasks such as typing and data entry, monitoring work that requires vision, extended concentration while reviewing documents and reports, and bending, reaching, kneeling, and lifting to retrieve files, records, and reports. The work schedule may include religious holidays. The employee uses and navigates the County’s electronic ERP system as appropriate to the position.

Requirements

High school diploma or GED equivalent.
Five years of administrative or clerical experience.
Valid State of New Mexico driver's license or ability to obtain one within six months of employment.
Outstanding public relations and communication skills.

Responsibilities

Maintain department files, research files and computer databases, and ensure administrative actions comply with County policies, procedures, and guidelines.
Research employee personnel inquiries and review and process forms for personnel change transactions.
Maintain department statistical information; collect and compile data for reports; update databases and ensure their accuracy; and create management reports.
Use the County payroll computer system to input, access, retrieve, and analyze data, and update automated and manual computer records and tracking systems.
May assist with planning, directing, and evaluating the work of subordinate clerical staff.
Monitor budgets, contracts, and expenditures, and collect, compile, and analyze related data and information.
Coordinate the annual County budgeting process, monitor budget-cycle and department-submittal timelines, organize documentation, and coordinate formal submissions.
Maintain the department calendar; receive, open, review, and distribute mail; prepare purchase orders and vouchers; establish and maintain filing procedures; and coordinate and monitor assigned projects.
Key, edit, and prepare correspondence, memoranda, letters, legal documents, information packets, and other communications; respond to routine letters and compose general correspondence as directed.
Answer phones, determine the nature of calls, log and route calls to appropriate personnel or departments, handle inquiries and complaints, and take and deliver messages.
Perform other related duties as assigned.