Senior Office Assistant

Performs highly responsible and specialized clerical/administrative office support activities and provides customer service to the public and other agencies relative to department programs and services.  

Environmental Factors

Work is performed in a standard office environment.

Light physical demands; mostly desk work. Frequent to constant use of a personal computer.

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues.  Regular attendance is an essential function of this job to ensure continuity of services.  Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

• Assists the public in person or by phone answering inquiries related to department services and programs; solicits and obtains basic information needed in order to determine appropriate action to be taken, resolves discrepancies or errors, disperses relevant information, or refers customer to the appropriate personnel or department.
• Assists the public with departmental applications/forms and verifies necessary documents are included; receives complaints and attempts to resolve them; explains rules, policies, and procedures; refers matters requiring policy interpretation to supervisor for resolution; provides information regarding departmental processes, procedures and requirements.
• Compiles information and generates various special and recurring reports; manages database, interprets information, and assures the accuracy of information; enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus; creates, updates and tracks a variety of electronic and paper files, records, reports, rosters, logs and related documents; accesses and locates information for customers, staff, agencies and others.
• Receives and verifies bills, invoices and credit cards statements; codes, processes and submits invoices/credit card statement for payment; prepares financial reports; maintains budget information; monitors departmental expenditure as required; may generate and open purchase orders, requisitions, pricing agreements and other financial documents.
• Prepares and processes licenses, resolutions, business certificates, applications as required; prepares and updates a variety of reports and records which may require the use of arithmetic calculations and consolidating materials from several sources; provides information to law enforcement agencies, courts, attorneys and the public in accordance with legal requirements governing release of information; may notarize Affidavit of Service.
• Coordinates special events and meetings with multiple outside agencies; maintain schedule of facilities or sites; files and maintains departmental records, documentation, and may attend meetings and take minutes; may coordinate the work of other administrative staff.
• Prepares correspondence, reports, forms, agendas, meeting minutes, memorandums, letters, newsletters, and specialized documents related to the organizational unit and/or program services from drafts, notes, dictated tapes, or brief instructions, proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling; assembles and distributes information packets and other communications; makes and distributes copies; processes mail, correspondence and other items;
• May perform production transcription of reports, statements, or meeting notes for the public and law enforcement use from notes or dictated tapes; ensures that all other documents are prepared accurately and in accordance with department standards; may provide election support for all City elections; may be responsible to fill inspection of public records requests; may provide transcription language translation services.
• Receives and verifies payables and receivables; codes, processes and submits invoices; maintains payroll, budget and accounting information; monitors departmental expenditure as required. receives and accounts for fees, fines, and other monies related to organizational programs or fund accounts; audits and prepares deposits; maybe responsible for maintaining petty cash.
• Assists with ordering and maintaining office supply inventories and departmental equipment; may process, track and maintain work orders and time report documentation; conducts month end close out of repair orders as required.
• May perform payroll activities such as maintaining/processing records for time worked, overtime, leaves and absences; tracks and maintains employee leave accruals.
• May serve as back up to other clerical/administrative positions in the office; may schedule and oversee the work of volunteers for the office.
• May serve as subject matter resource; may assign work to a small clerical staff; develops or revises work practices and procedures to insure uniformity, efficiency, completeness, accuracy, and conformance with management direction; trains employees on proper interpretation and use of applicable laws, regulations, policies, procedures, job techniques, and work practices.
• Operates a variety of office machines and equipment including personal computers, typewriters, adding machines, transcribing equipment, calculators, alpha readers, data processing terminals, printers, copiers, binders, collators, and microfilm equipment as needed.

Equivalent to a high school diploma PLUS three years' experience performing administrative office support using a personal computer with MS Office or related software.  A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.  Demonstrated computer skills in working with word processing, spreadsheet and email software. 

LICENSES/CERTIFICATION(S)

Valid driver's license may be required or preferred.  Bilingual skills (English/Spanish) and Notary Public may be desirable. Additional technical certifications and training may be required for some incumbents in this job class. Typing test may be required.

General knowledge of:  Standard office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; basic and specialized computer applications involving word processing and possibly transcription equipment, data entry and report generation; records management principles and record keeping practices; customer service standards and protocol; City policies and procedures.

Skills in:  Using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct English usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence, and policy manuals; effectively presenting information and responding to questions from general public and employees; operating standard office equipment, personal computers and printers; searching and maintaining records and computer files.

Ability to:  Assess and prioritize multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; enter numerical and related information into a computer system with speed and accuracy; meet critical time deadlines.