Jobsxl - Jobs in USA

Under general supervision, provides the full range of comprehensive and complex administrative office support work to a director or elected official of a department/office or similar level, requiring the application of specialized technical/administrative knowledge and the exercise of initiative, independent judgment and decision making. It is distinguished from the Administrative Assistant in that the major duties performed are more administrative in nature and secretarial/clerical duties may be performed less frequently with notable accountability for the work results; and positions generally spend more time performing and/or coordinating administrative support functions such as serving as liaison with regard to programs, policies, procedures, and assigned functions for the office; manage the director or elected official's schedule and meetings calendar; coordinate all travel for the office; input payroll; coordinate office process flow; coordinate office budget development and budget reporting; coordinate purchasing and financial issues and contracts; compose various professional correspondence and documents; making process improvement decisions, and at times, taking the lead role on assigned projects; correspond with constituents, elected officials, agencies, departments and others on behalf of the director, elected official and/or the office; create and coordinate office status reports; coordinate personnel processes for the office; and all duties as assigned.

Minimum Qualifications

Associates Degree in Office Management, Business, Finance/Accounting, or related field and five years of experience providing administrative/technical support functions for a director, an elected official or similar level in a large department/office or organization that includes coordinating complex administrative support functions such as budget/procurement/inventory administration, grant and contract coordination, and facilitation and coordination of special projects and assignments; preferably in a public sector setting; OR an equivalent combination of education and experience.

• Valid New Mexico driver's license or ability to obtain a valid New Mexico driver's license within 30 days of hire.
• Successful completion of New Mexico Certified Treasury Official Certification within 1.5 years of hire when assigned to the Treasurer's Office.

Essential Job Functions

In area of assignment:

• Coordinate and review the work of assigned staff; coach, train and motivate assigned staff; coordinate and/or provide staff training; manage the workflow and prioritization of assigned projects and measure the performance of the assigned unit/area and all related staff.
• Serve as first point of contact between the department/office/program and external entities; receives inquiries and complaints from a variety of sources; provide information and assistance including responding to sensitive requests for information and assistance; gather information and prepare letters, reports or memoranda in response to complex or general issues; prepare reports and supporting documentation on issues external to the department/office or issues having a high impact on the department/office and County; collect and compile statistical, financial and other information for a variety of reports.
• Perform and/or coordinate administrative/technical duties for or on behalf of the director, elected official or other similar level position within the department/office; research and compose documents and/or correspondence for review/signature; prepare selected correspondence, manuals, reports as directed; review and check documents and records for accuracy, completeness, and conformance with applicable rules and regulations; prepare and/or assist in the preparation of agendas, notices, minutes, announcements, applications, resolutions and other documents; prepare the director/elected official for meetings by ensuring they have support materials needed for each meeting; provide calendar printout of daily meeting schedule; and coordinate all meeting logistics, car reservations, directions, room reservations, equipment, beverages and meals for the department/office.
• Perform administrative support duties such as maintaining meeting calendars; sort and distribute department/office mail as appropriate; coordinate and monitor defined projects and activities within department/office, recommend actions and modifications as appropriate; collect and compile statistical, financial and other information for special or periodic reports; manage department/office contract processes and proactively advises elected official/director of contract deadlines; initiate and troubleshoot invoice payments and change orders, as well as processing county-wide dues/memberships and financial troubleshooting. When assigned, take and transcribe minutes for meetings; maintain and coordinate records of department/office expenditures; oversee the ordering of supplies and stocking of department/office; assist in the preparation of department/office budget estimates.
• Ensure department/office administrative functions run smoothly; provides direct support to the director/elected official's office activities and functions, as well as assistance to staff when needed; operate a variety of office equipment; act as contact for all business machine issues; utilize various computer applications and software packages; update and maintain databases; perform special assignments to include research, gathering records for public disclosure; manage project deadlines, files and information; serve as liaison for outside counsel for information gathering; coordinate and assist with a variety of department/office personnel related functions including coordinating personnel process for the department/office, handle and file confidential employee information, and ensure new employees have the equipment, software, supplies and basic information needed; provide basic training to new department/office support staff; coordinate staff travel including completion of any travel preauthorization forms and travel expense claims; manage the director's/elected official's/department's office organization and filing, which includes highly sensitive files; ensure compliance with records management policies and procedures; and plan and organize department/office events.
• Oversee the operation of the department/office and make recommendations for efficiencies; maintain complex filing systems; monitor effectiveness of current office procedures and determine the need to change procedures to meet department/office goals/needs; write office management procedures; provide guidance to support staff including training, assign work and monitor performance; and coordinate department/office space planning ensuring space is available when needed for employees, consultants and auditors; reserve training room for meetings.
• Provide support to the director/elected official and others as assigned; serve on a variety of committees as assigned; attend and participate in professional group meetings; maintain awareness of new trends and developments in the fields related to area of assignment; incorporate new developments as appropriate; ensure processes, policies and practices are interpreted, applied and signed for audit compliance; ensure accountability and compliance with all current and applicable state and federal laws, agency and department/office policies and procedures, and rules and regulations.
• Acts as liaison between the department/office and human resources; maintain effective communications with HR department as required to ensure department/office compliance with County policies, procedures and other statutes or regulations.
• Perform other job-related duties as assigned.

• Attend and transcribe the Sandoval County Investment Committee meetings; create and upload agenda items into Agenda Quick for county commission meetings and Board of Finance meetings.
• Collect leave requests and timesheets and enter them into the calendar to process payroll.

• Serves as Terminal Agency Coordinator (TAC) in Coordinating required renewal of certifications of systems of NCIC. Serve as backup for Civil, Sorna and Records Departments.

• Processes, maintains and tracks grant funding reimbursements and assigned project accounts; researches and prepares grant reporting to funding agencies to ensure compliance.
• Administers, monitors and writes agreements and contracts ensuring compliance with terms and conditions, contract performance and cost compliance; monitors contracts with other public and private entities.
• Obtains estimates, bids, quotes, and assist with negotiations with vendors for supplies and equipment; maintain procurement/purchasing records in accordance with New Mexico statutes for process documentation and the retention of public records; may monitor and review all aspects of competitive bid solicitations to include bid openings and vendor protests to ensure compliance with all applicable procurement laws, rules and regulations.