Senior Office Assistant

Position Summary

Participate in processing, monitoring and maintaining documents regarding a variety of City programs in support of an assigned department or division; assist all professional staff with routine and/or clerical duties; maintain department filing systems records and databases; provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems; and perform a variety of customer service duties relative to the assigned area of responsibility. Work directly with the public.

About the Role

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 Functions

• Participate in processing, inputting, monitoring and maintaining documents regarding a variety of City programs in assigned area.
• Enter claims data into claims system.
• Process department mail.
• Aid all professional staff with routine and/or clerical duties; and to perform a variety of duties relative to the assigned area of responsibility.
• Maintain department filing systems, records and databases; develop, implement and modify filing systems.
• Prepare and proofread a variety of documents including general correspondence, fliers, memoranda and reports using Office Suite.
• May prepare purchase requests and logs; order and maintain inventory of office supplies; order uniforms, books, magazines, pamphlets and various materials, supplies and equipment as needed.
• May process vendor invoices for payment; input information into the computer.
• Answer multi-line telephone; screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner; direct person or matter to the proper staff member, division or department.
• Provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems.
• May assist with basic accounting duties.
• Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.
• Maintain confidential records according to established rules and regulations.
• May work with IPRA related documents.
• May assist in the review, preparation and processing of payroll activities.
• May assist in the coordination of travel arrangements.
• May lead lower level clerical staff.

Supplemental Functions

• Perform related duties and responsibilities as required.
• May proctor a variety of tests, create accounts and passwords for exams and skills training; maintain testing equipment and facilities for the testing environment.
• May schedule testing, distribute test scores and provide information regarding testing requirements to testers.
• May respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.
• Schedule meeting rooms as needed.
• Distribute and scan mail to associated units with the department.

Minimum Education, Experience And Additional Requirements

• High school diploma or GED;
• Three (3) years of clerical or office assistant experience.
• 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.