Accounting, Administrative Skills, Analysis Skills, Budgeting, Communication Skills, Computer Operations, Customer Support/Service, English Language, Equipment Maintenance/Repair, Grant Administration/Management, High School Diploma, Inventory Management, Leadership, Maintain Compliance, Office Equipment, Operations, Order Supplies, Organizational Skills, Plan Meetings, Procurement Management, Purchasing/Procurement, Record Keeping, Request for Information (RFI), Resource Management, Spreadsheets, Team Player, Technical Writing, Time Management, Word Processing, Writing Skills
Administrative Assistant
Purpose Summary: Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department and/or Department Head/Elected Official.
Essential Duties:
- Administrative Support
- Assist department leadership in daily administrative operations and assigned functions.
- Compose correspondence, reports, spreadsheets, requisitions, and other documents for supervisor review and signature.
- Prepare and file official records, including notices, minutes, agendas, resolutions, and ordinances.
- Maintain accurate records and filing systems; review materials to determine required action or follow-up.
- Handle requests for information related to assigned duties.
- Financial and Budget Support
- Prepare, analyze, and maintain department budget records.
- Serve as point of contact for department budget matters.
- Review and analyze accounting records to verify accuracy and identify discrepancies.
- Process corrections or document discrepancies for adjustment.
- Perform timekeeping responsibilities.
- Communication and Customer Service
- Communicate information clearly in verbal and written form to staff, vendors, and the public.
- Respond to inquiries and provide accurate information in a timely manner.
- Coordinate meeting logistics, including scheduling, materials preparation, and room setup.
- Represent the department at meetings, as directed.
- Procurement and Resource Management
- Order and maintain office supplies, equipment, and materials.
- Develop written protocols for purchasing, equipment repair processes, and other assigned operational functions.
- Compliance and Program Support
- Assist with coordination and administration of department grant programs.
- Serve as point of contact for grant-related matters, as assigned.
- Ensure compliance with department and county policies and procedures.
- Perform timekeeping duties and maintain related records.
- Other duties as assigned.
Qualifications:
- Education: High school diploma or equivalent.
- Experience: Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience.
- Education/Experience substitution: In accordance with County Policy.
- Licenses/Certifications: None.
- Other: Must pass pre-employment background check and driving record 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.
- Business English, spelling, grammar, punctuation and basic arithmetic.
- Skill in Computer operation which includes word processing, spreadsheet and database programs.
- Technical writing.
- Ability to Establish and maintain effective and cooperative working relationships with others.
- Exercise independent judgment in various situations and determine appropriate action.
- Draft correspondence following verbal or written instructions from Department Head/Elected Official.
- Handle sensitive and confidential matters and situations.
- Work with a culturally diverse population.
Compensation Range: $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 for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.