NOTICE TO APPLICANTThis 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.
Job DescriptionPURPOSE 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. 1. Assist the department and/or Department Director in his/her duties.
2. Compose, type, edit and/or review a variety of complex correspondence (e.g., reports, letters, memorandums, spreadsheets, requisitions, documents etc.) for the signature of the supervisor.
3. Apply considerable knowledge of county objectives and policies.
4. Prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for official meetings as assigned.
5.Maintain accurate records and files, examine reports, responses, legislation or other material to determine action or additional information needed.
6.Fulfill requests for all office supplies, equipment, and/or materials needed.
7. Develop written protocol to address issues such as cash handling, purchasing, and equipment repairs.
8. Communicate and respond to inquiries in verbal and written form.
9. Prepare, analyze, and maintain the department budget.
10. Function as the point of contact on department budget matters.
11. Review, examine and analyze accounting records of department or vendor to verify accuracy of figures, and make necessary corrections or list discrepancies for adjusting.
12. Assist the Grant Administrator with a variety of specialized administrative grant related support functions.
- Assist with data entry and reporting.
- Prepare grant files and proofread writing of grant applications.
- Set up and maintain various grant compliance records, grant applications, correspondence and other relevant documents. Ensure file records are kept orderly and current.
13. Sort, file, copy and distributes grant related documents and other materials to appropriate personnel.
14. Handle all requests for information pertaining to duties assigned.
15. May coordinate the logistics for setting up meetings, and represent the department at meetings, as directed.
16. Perform Timekeeping and Payroll Functions
- Answer questions and provide advice to employees and supervisors on procedures related to pay and leave accrual/usage.
- Verify the accuracy of preliminary payroll and submits corrections as necessary.
ADDITIONAL DUTIES. Other duties may be assigned.
QUALIFICATIONS. A. Education. High school diploma or GED.
B. Experience. Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience.
C. Education/Experience substitution. In accordance with County policy.
D. Licenses/Certifications. Valid driver's license. Must maintain a satisfactory driving record in accordance with County policy.
E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass a background check, credit check and driving record check.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:Must have knowledge of: General office procedures and practices; computer operation including word processing, spreadsheet and database programs; 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 correspondence standards including English, grammar, formatting, spelling, punctuation and basic arithmetic.
Must have skills in: Exercise independent judgment in various situations and determine appropriate action; draft correspondence following verbal or written instructions from Department Director; technical writing skills; plan, organize work and meet deadlines; attention to detail; and excellent writing, proof reading and editing skills.
Must have ability to: Handle sensitive and confidential matters and situations; work under pressure; work with a culturally diverse population; establish and maintain effective and cooperative working relationship with others; and communicate effectively both orally and in writing.
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 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.