Administrative Assistant- Economic Development

NOTICE TO APPLICANT

Job Description

PURPOSE SUMMARY.  Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department.

ESSENTIAL DUTIES. 

1. Administrative Support

• Compose correspondence, reports, spreadsheets, requisitions, and documents for supervisor signature.

• Maintain accurate records and files; examine reports, responses, legislation, or other materials to determine required actions or additional information needed.

• Coordinate logistics for meetings and represent the department at meetings, as directed.

• Comply with all department and county policies and procedures.

• Assist with planning, coordinating, and supporting department-sponsored events, including scheduling, logistics, vendor communication, and on-site support as needed.

2. Financial and Budget Management

• Prepare, analyze, and maintain the department budget.

• Serve as a point of contact on department budget matters.

• Review, examine, and analyze accounting records of the department or vendors to verify accuracy and identify discrepancies.

• Assist with timely processing of invoices for projects and services.

• Perform timekeeping responsibilities, if assigned.

3. Procurement and Resource Coordination

• Fulfill requests for office supplies, equipment, and materials.

• Develop written protocols to address operational issues such as cash handling, purchasing, and equipment repairs.

4. Communication and Customer Service

• Communicate and respond to inquiries in verbal and written form.

• Handle requests for information related to assigned responsibilities.

5. Records and Program Support

• Apply knowledge of county objectives and policies; prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for assigned meetings.

• Assist with internal administration of departmental grants and grant programs, serve as administrative support for department grant managers, as assigned.

• Assist with oversight on professional services agreements, ensure invoices are paid out in a timely manner, review monthly submission reports, provide recommendations and feedback on reporting to professional services program managers.

• Route project agreements for signature, follow up with departments as needed, and confirm full execution of documents.

ADDITIONAL DUTIES.  Other duties as assigned.

QUALIFICATIONS.

A.  Education.  High school diploma or equivalent.

B. Experience.  Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience is required. Bi-lingual (English/Spanish) preferred.

C.  Education/Experience substitution. In accordance with County Policy. No substitution for required education.

D.  Licenses/Certifications. Valid driver’s license. Must maintain a valid driver’s license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire.    

E.  Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass pre-employment background check and driving record check.  Must pass pre-employment credit check. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of: 

• Office procedures and practices, administrative techniques and organizational skills.

• Filing and record keeping systems.

• Inventory control procedures.

• Principles and procedures of budget preparation, control, financial record keeping and reporting.

• Basic accounting principles and practices.

Skill in: 

• Computer operation including word processing, creation and management of spreadsheets and database programs.

• Ability to write and edit professional correspondence, internal memos, meeting summaries, and presentations with accuracy and attention to detail.

Ability to: 

• Exercise sound judgment, make appropriate decisions within the scope of assigned authority, and seek guidance when needed.

• Draft departmental correspondence, messages, reports, communications following verbal or written instructions.

• Handle sensitive and confidential matters and situations.

• Establish and maintain effective and cooperative working relationships with others.

• Learn and apply County policies, procedures, systems, and administrative processes to perform assigned duties effectively.

Compensation Range

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://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.