Administrative Officer I

Position Summary & Duties Responsible

POSITION SUMMARY

Under general supervision, perform administrative duties in support of a department. Assist department in directing, assigning and developing procedures that pertain to the operations of the department or County as a whole. Assign work and supervise clerical staff as necessary.

DUTIES AND RESPONSIBILITIES SUMMARY

Receive and answer routine inquiries and calls on behalf of supervisor; seek resolutions and answers to inquiries on more complex issues acting on the authority delegated by direct supervisor.

Review and draft responses to correspondence.

Research and compile data, analyze information, develop reports and coordinate special projects as delegated by supervisor.

Assist department administration in issuing and interpreting operating policies. Recommend changes to improve workflow, simplify procedures, implement cost controls and establish efficient department operations.

Responsible for establishing and maintaining official documents and internal records in appropriate files.

Perform department administrative duties such as coordinating purchase requisitions, securing quotes from vendors; maintenance of records pertaining to daily transactions and business details such as employee time records and budget expenditures.

Assist in preparation of department budget and annual reports.

May assign work and supervise clerical staff as necessary.

• The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.

Minimum Qualifications

Associate’s degree, from an accredited institution, in business administration or related field, plus four (4) years administrative experience, one (1) year supervisory experience preferred. OR a combination of post-secondary education and/or experience totaling six (6) years, one (1) year supervisory preferred.

Experience in accounting or financial/purchasing procedures highly desirable.

Skilled in standard office procedures and operations, e.g., scheduling appointments, processing mail, drafting correspondence, proof reading, and word processing.

Ability to analyze documents and issues, and summarize them with accuracy both orally and in writing.

Ability to organize, coordinate and prioritize workload for self and others and the ability to supervise and assign work to other staff personnel.

Ability to act responsibly and effectively on behalf of director in interacting with government and private officials, as well as other employees and the public.

Excellent oral and written communication skills, computer skills and an ability to remain flexible in performing a variety of tasks with changing priorities.

Supplemental Information

SCREENING AND COMPLIANCE

The offer of this Bernalillo County position requires compliance with the following:

Employee must successfully complete the post-offer employment medical examination.

Employee must comply with the safety guidelines of the County.

WORKING CONDITIONS

All essential duties are performed indoors.

Duties are performed in a temperature-controlled environment.

Duties are performed on an even surface, which may be carpeted or tile. Working surface is typically dry.

Worker often works alone, both with or without directions from supervisor.

EQUIPMENT, TOOLS AND MATERIALS

Equipment typically used in the performance of office duties include telephone, computer terminal, computer printer, computer keyboard, typewriter, photocopy machine, fax machine and calculator.

Materials and products handled in the course of performing essential duties include files, forms, reports, paperwork and a wide variety of basic office supplies.