Administrative Assistant/Project Support

Position Summary

Perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of City Councilors and City Council Staff; provide information and assistance to the public regarding City Council policies and procedures.

This is an unclassified at-will position.

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.

Essential And Supplemental Functions

ESSENTIAL FUNCTIONS: (Essential functions may include, but are not limited to the functions listed below)

• Primarily perform receptionist duties; screen office and telephone calls; provide front desk assistance and provide information; respond to and resolve complaints and requests for information; respond to public inquiries received from 311 call center tickets.
• Coordinate meals or refreshments for a variety of meetings.
• Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities.
• Manage and coordinate multiple calendars of activities, meetings and various events within the Council Services Office; coordinate activities with other divisions, the public and outside agencies.
• Maintain detailed and accurate accounting records for Council Services; provide, create, and submit reports as required.
• Perform basic bookkeeping/accounting duties.
• Receive and respond to Inspection of Public Records Act (IPRA) requests; ensure compliance with IPRA requests is in accordance to State law.
• Operate a variety of office equipment including copiers, facsimile machine and computer.
• Maintain department filing, records and rosters; develop, implement and modify filing systems.
• Conduct research related to assigned area of responsibility.
• Assist in preparing large mailings and associated activities within assigned area.
  
  

Supplemental Functions

• Participate in special projects as required.
• May compose correspondence related to assigned responsibilities.
• Perform related duties and responsibilities as required.
  
  

Minimum Education, Experience And Additional Requirements

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 or related field; and

Three (3) years of office administrative 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 6 months from date of hire

Possession of a valid cash handling certification from City of Albuquerque within thirty (30) days from date of hire.

Required to work flexible hours, including evening meetings and occasional weekend hours.

Preferred Knowledge

• Business letter writing and basic report preparation techniques
• Office procedures, methods and computer equipment
• Operational characteristics of applicable computer software programs
• Principles and procedures of record keeping
• Basic mathematical principles
• Principles of purchasing
• Principles and procedures of financial record keeping and reporting
• English usage, spelling, grammar and punctuation
  
  

Preferred Skills & Abilities

• Respond to requests and inquiries from the general public
• Understand the organization and operation of the City of Albuquerque and of outside agencies as necessary to assume assigned responsibilities
• Independently prepare correspondence and memoranda
• Work varied work hours and days as needed
• Type at a speed necessary for successful job performance
• Work independently in the absence of supervision
• Maintain confidential records and reports
• Operate and use office equipment including a computer
• Communicate clearly and concisely
• Perform the essential functions of the job with or without reasonable accommodation
• Establish and maintain effective working relationships with those contacted in the course of work