Administrative Assistant

posted Aug 13, 2019, 10:05 AM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Administrative Assistant                                                               Job Code:             1135

Division:          Administration                                                                             Effective Date:     04/15

Department:     Road                                                                                          Last Revised: 

 

GENERAL PURPOSE

 

Performs a variety of working level office support duties to meet the day-to-day recording, and maintenance of the Road Department's data, files, records, communications and reports.  Provides information for the public. 

 

 

SUPERVISION RECEIVED

 

Works under the close and general supervision of the Road Department Director.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Performs daily computer input of department records related to employee work time, leave utilization, equipment use and service, fuel consumption, project schedules & billings.

 

2.        Prepares billings to various county departments and agencies for fuel usage and materials; performs follow-up as needed.

 

3.        Inputs data and updates information daily; generates various computer reports as required by county departments, state and federal agencies; prepares state and federal quarterly and annual production and maintenance reports.

 

4.        Performs routine secretarial duties; type’s letters and memos; performs as department receptionist; operates telephone reception equipment; receives incoming phone calls, answers questions, takes messages, provides factual information, and routes calls to appropriate personnel.

 

5.        Provides walk-in and calling public with information related to various county road services and projects.

 

6.        Performs word processing as needed to develop, create, or produce forms, letters, procedure manuals; updates department forms, manuals as needed.

 

7.        Prepares and updates spreadsheets and financial records; prepares claims;  monitors the department gas cards and department budget.

 

8.        Administers the department safety procedures to ensure compliance; processes road work orders and reports; prepares purchase requisitions and orders; prepares labor records for FEMA requirements.

 

9.        Performs related duties as required.

 

MINIMUM QUALIFICATIONS

 

1.                    Education and Experience:

                       

                A.                One (2) years of general work experience preferably performing above or related duties.

OR

                B.                An equivalent combination of education and experience.

 

2.             Knowledge, Skills, and Abilities:

 

Working knowledge of general office management practices and procedures of the department; basic bookkeeping and accounting methods; interpersonal communication skills; computer terminal operation and programs (Microsoft office). Some knowledge of administrative procedures.

 

Skill in use of Telephone, computer, calculator, fax and copy machines, postage machine, mobile/base radio, cassette recorder/transcriber.

                                                                                                                                                                Administrative Assistant, page 2

 

 

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain confidentiality of information related to the department.  Develop effective working relationships with subordinates, department heads and other state officers and employees; perform basic mathematical computations; communicate effectively, verbally and in writing; operate standard office equipment (i.e., calculator, typewriter, and photo copy machine); lift up to 20 lbs.; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public.

 

3.             Special Qualifications:

 

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration.

Must be able to type and operate ten-key adding machine

Must be able to type 30 wpm.

 

4.             Work Environment:

 

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, and light lifting. Talking, hearing and seeing required in performance of daily tasks.  Rapid work speed required performing keyboard operations.  Common eye, hand, finger, leg and foot dexterity exist.  Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and some creative problem solving.

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