Secretary Senior

About the Department

Performs a variety of secretarial duties which requires exercising independent judgment. Relieves supervisory officials of routine administrative details.

Position Duties

• Takes dictation and transcribes reports, correspondence, and documents; independently composes correspondence; and enters and tracks data.
• Greets visitors and answers phone calls and provides information in Spanish (as able) and/or English or directs inquiries to proper department; makes appointments for supervisor and reminds supervisor of appointments; makes travel arrangements. 
• Receives, opens, logs, and distributes mail; establishes and maintains office filing systems which may include statistical, financial, and personnel information; disseminates information to staff and the public; obtains documents, files, and background information. 
• Procures supplies, equipment, and maintenance services; reviews publications for articles or information dealing with subject matter or special interest to supervisor and calls them to his/her attention; assigns gas cards and activates for usage; and completes payroll time sheets.  
• Receives and provides receipts for monies received for fees, fines, and permits.
• Copies, scans, transmits, emails, and faxes correspondence and documents.
• Reserves meeting spaces; arranges and prepares for meetings.
• Coordinates, collaborates, and interacts with staff in assigned department and other County departments.

 Knowledge / Skills: 

• Knowledge of spelling, punctuation, grammar, and solid usage of the English language; of basic math; of modern office methods and procedures; and of record keeping and report preparation.  
• Ability to handle multiple projects and meet deadlines; to plan and organize work; to perform clerical tasks rapidly and accurately; and to handle confidential matters in a trustworthy manner. 
• Ability to establish and maintain effective working relationships with associates and the public, and to handle stressful situations in a courteous and helpful manner.
• Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment.
• Skilled in providing effective customer service.

Minimum Qualifications

• High school diploma or equivalent; and
• Any combination of college level education, secretarial, or clerical experience, totaling four (4) years. 
• Relevant experience and education may be substituted on a year for year basis with one (1) year equal to 30 credit hours. 

Other Qualifications

Working Conditions: 

Work is performed primarily in an office setting with occasional work outdoors.  Work schedule may include evening and weekend hours. Travel may be required rarely.  While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; climb or balance; and talk or hear.  Clarity of vision at short distance is required. May be required to lift up to 20 pounds. On occasion, may be exposed to dust, fumes, airborne particles, or allergens; to excessive noise; and to working near hazardous or moving equipment or machinery. May regularly experience hostile, violent, or offensive individuals. May be subject to exposure to CRTs and VDTs.

Conditions of Employment:

Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.