Administrative Assistant

Overview

NOTICE TO APPLICANT:
This position will close at 12:00AM MST on the End Date. You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc. Only the information provided on this application is evaluated when determining compensation.

PURPOSE SUMMARY. Performs various advanced and complex administrative, support and confidential duties in support of the Sheriff s Office; includes maintaining computerized databases, compiling data, and providing customer service assistance to candidates and employees.

Performs various advanced administrative duties in support of the Sheriff s Office; tasks include but are not limited to:

• Typing, filing, and record keeping; promptly processes, tracks, and distributes correspondence.
• Handles all requisitions, advances and travel returns for non-training travel. Will also include assisting the training division for the training travel process when needed.
• Prepares correspondence and memorandums, reports, spreadsheets, requisitions and documents for supervisor signature. Processes, copies and distributes various documents, forms, and packets as directed, reviewing for accuracy and completion.
• Reviews and makes decisions about routing and potential action or response of incoming/outgoing correspondence.
• Re-assign and coordinates cell phone & air card usage & billing including keeping Department phone list up to date.
• Responsible for knowing and abiding by all department and county policies and procedures; timekeeper (back-up) responsibilities.
• Maintains accurate records and files
• Examines reports, responses or other material to determine action or additional information needed
• Communicates and responds to inquiries in verbal and written form
• May coordinate the logistics for setting up meetings, and represents the Sheriff s Office at meetings as directed.
• Acts as support staff for the department s citizen academy
• Submits work orders for IT access for new employees or re-assignment of employees.
• Coordinates ceremonial functions for the department both internal and external functions.
• Assist in administration duties of the outside agency task forces for reimbursements or other tasks.

As may be assigned by the supervisor.

A. Education. High school diploma or GED

B. Experience. Five (5) years of increasingly responsible administrative, accounting, or support services experience. Demonstrated computer skills in word processing, spreadsheet and email software preferred. Prior experience in Human Resources is helpful.

C. Education/Experience substitution. In accordance with County Policy.

D. Licenses/Certifications. None required

E. Other (e.g., post-offer medical exam, polygraph, background check, driver s license record, etc.) Background check and NCIC

Knowledge of:

• Principles of confidential records and file management;
• Knowledge of office procedures and practices, administrative techniques
• General human resources functions, services, and techniques;
• Business and personal computers, and business office software applications;
• Customer service principles

Skills in:

• Operating a personal computer with installed generic and specialized office productivity software;
• Preparing correspondence using correct grammar, spelling, and punctuation;
• Using sound judgment in applying established guidelines to solve work problems;
• Demonstrating resourcefulness and tact in public contacts;
• Exercising judgment and understanding in all personnel-related situations
• Handling sensitive and confidential matters and situations
• Following verbal or written instructions from Supervisor

Ability to:

• Accurately collect, record, process and prepare data;
• Assess and prioritize multiple tasks, projects and demands;
• Communicate effectively in verbal and written forms;
• Monitor and control confidentiality of personnel information, according to the standards of the Privacy Act of 1974;
• Establish and maintain effective working relations with others;
• Efficiently and accurately maintain records and files.

$21.16 - $31.74

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://(Use the "Apply for this Job" box below). for our Public Notice and to get the Testing/Interview…