Administrative Assistant IT

Under supervision this position is responsible for performing complex and sometimes confidential administrative support functions.

• Provides general to highly skilled administrative support in the delivery of City and department programming and services.  
• Responds to varied and often complex requests or complaints from internal and external customers.
• Handles confidential records including personnel files, training, incident reports and time and attendance records.  
• Applies personnel policies and guidelines in processing timesheets, leave requests and various forms.
• Establishes, organizes, and maintains filing systems, and maintains according to our retention policy.
• Attends various meetings, takes and transcribes minutes. 
• Trains and performs quality control measures on others work. 
• Creates, updates and maintains basic to complex spreadsheets, reports and databases.  
• Prepares and finalizes travel arrangements and documents. 
• Monitors and replenishes supplies and inventories, including updates to our budget tracking and inventory system.  
• Develops, updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures and other materials. 
• Initiates, processes, tracks and reconciles financial transactions and entries. 
• Participates in procurement activities for supplies, services, equipment, and other items. 
• Reports discrepancies as needed. Picks up and delivers correspondence and small packages.
• Assists in the attainment of department goals and objectives related to Master, Strategic and Comprehensive Plans. 
• Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with City Administration, department directors, consultants, vendors, staff, and the public to provide quality services. 
• Participates in various projects including obtaining price quotations, prepares purchase requisitions and does follow-ups on items purchased for the department. 
• Keeps immediate supervisor fully and accurately informed on issues. Identifies areas of concern for management for review and potential action. 
• Assists and participates in the execution of short and long-range plans. 
• Gathers and prepares data and information for studies, reports, correspondence and recommendations. 
• Coordinates activities with other departments and agencies as needed. 
• Reviews and provides reports and prepares and maintains required departmental records. 
• Participates in software update and conversion projects. 
• Responds to and resolves various complaints, issues, inquiries, and problems as authorized, and in accordance with established policies and procedures. 
• Ensures effective and efficient use of budgeted funds, personnel, materials, facilities, and time.
• Monitors, schedules, and dispatches Support Specialists for open Help Desk Tickets and Projects, including creating Help Desk tickets when necessary.  
• Answers incoming telephone calls, takes messages, and directs incoming calls appropriately. 
• Assists with clerical work in other departments as time allows, upon request. 
• Perform other duties as assigned by the Information Technology Director.

An Associate degree in business office technology plus two (2) years of clerical or office support experience, or an equivalent combination of education and experience that would likely produce the required knowledge, skills, and abilities. General IT knowledge is preferred.  

Valid driver’s license equivalent to a New Mexico Class D. 

Stand or sit for prolonged periods of time. Occasionally stoop, bend, kneel, crouch, reach, and twist. Lift, carry, push, and/or pull light to moderate amounts of weight. Use repetitive hand movements, fine coordination and manual dexterity which permits the employee to operate standard office equipment and computer systems. Sufficient clarity of speech and hearing to permit the employee to discern verbal instructions, use a phone, and communicate with others and operate a motor vehicle. Sufficient visual acuity permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written materials.  

Work typically performed in a standard office setting with occasional travel to various sites and facilities. Regular attendance is an essential function of this job to ensure continuity of services. Occasional work beyond normal business hours. Position is subject to drug testing and regular driver’s license monitoring in accordance with applicable State and Federal regulations and City of Clovis policies. 

Salary : $15 - $22