Senior Administrative Assistant (Planning)

About the Department

Perform a variety of highly responsible and complex administrative support functions for a department director or an assigned division head; oversee and direct office activities and act as a liaison between the City and outside agencies and the general public.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.
 

Position Duties

ESSENTIAL FUNCTIONS: Essential functions may include but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

1. Provide highly responsible and complex administrative support to an assigned department director or division head.
2. Maintain a calendar of activities; coordinate and schedule various meetings, events and public activities; coordinate activities with other City departments, the public and outside agencies.
3. Represent the assigned department to public and private groups, organizations and other City departments; act as a liaison and provide information and assistance as appropriate.
4. Attend a variety of meetings; prepare correspondence, memoranda, documentation and presentation materials for meetings; prepare minutes from meetings; disseminate information to City staff.
5. Provide assistance and coordinate a variety of special projects.
6. May participate in the selection, supervise, assign and review the work of lower level staff; and provide or coordinate staff training.
7. May perform routine functions to include but not limited to receiving and verifying payroll records, providing assistance in processing payroll or preparing mileage and travel reimbursement documentation.
8. Operate a variety of office equipment.
9. Receive, screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner.
10. Review, research and summarize a variety of administrative information; prepare related reports and correspondence.
11. Assist in the implementation of goals and objectives.
12. Monitor program compliance with laws, rules and regulations related to provision of assigned department services.
13. Maintain inventory of supplies; obtain estimates for ordering purposes; order supplies as needed; ensure compliance of policies and procedures.
14. May coordinate administrative duties related to the division's fleet.

1. May be required to respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.
2. Perform related duties and responsibilities as required.

Minimum Qualifications

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Associate's degree from an accredited college or university in Business Administration or two (2) year technical certificate in office administration; and

Four (4) years of administrative office support experience.

ADDITIONAL REQUIREMENTS: 

Possession of a valid New Mexico Driver's License, or the ability to obtain by date of hire.
Possession of a City Operator's Permit (COP) within six (6) months from date of hire.

Other Qualifications

Environmental:
Office environment; exposure to computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods.