Executive Assistant

Performs highly-responsible executive support, office management and administrative functions for a City Executive or Department Head; functions include administrative management of sensitive and confidential issues and coordinating meetings and calendars of high level decision makers.

ENVIRONMENTAL FACTORS

Work is performed in a standard office environment.

PHYSICAL FACTORS

Light physical demands; mostly desk work. Frequent to constant use of a personal computer.

WORK SITUATION FACTORS

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET ALL MINIMUM QUALIFICATIONS.

Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process. 

This posting will be used to fill a full-time, regular, non-exempt position in the Finance Department but may be used to fill other similar positions that become available in various City Departments. Some duties may vary based on assignment. 

This position is a grade RN12.

• Plans and coordinates administrative support functions and services for a City Executive/Department Head; provides administrative management of sensitive and confidential issues; assures that action items are properly processed, managed and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions; interprets, communicates and applies rules, procedures and policies; answers questions where judgment, knowledge and interpretation of City policies, procedures and regulations are necessary.
• Anticipates and prepares material needed by the City Executive/Department Head for correspondence, appointments, meetings, conferences, etc; composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City Executive/Department Head; creates, edits and processes complex and confidential correspondence, technical documents, information packets and other communications; may take and transcribe meeting minutes.
• Maintains calendars, and schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting rooms and resources; prepares meeting agendas, action item lists and presentation materials; prepares summaries for distribution; conducts and coordinates assigned projects and research studies; identifies and resolves problems; composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the department; types, edits and prepares correspondence, memoranda, letters, legal and technical documents, information packets and other communications; answers phones, identifies and resolves customer's needs, routes calls to appropriate individuals, takes and delivers messages.
• Updates and tracks a variety of files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance to City policies and procedures; assures the accuracy of the electronic and paper filing systems; oversees day-to-day office activities; monitors document preparation for accuracy and completion; assists with client services as necessary; compiles information and generates special reports; manages database, interprets information, and assures the accuracy of information; resolves customer service issues.
• Coordinates office activities, prioritizes and develop schedules in order to meet critical deadlines; develops and recommends office procedures and systems; assures efficient office operations to support departmental activities; may train and oversee the activities of other clerical employees, including assigning and reviewing work, and assisting in the interviewing and hiring of other clerical staff.
• Receives invoices and statements, and prepares vouchers to submit to Finance for payment; may reconcile accounts; may assist in annual budget development by compiling and collecting expenditures and costs; files and maintains related documentation; may order and maintain office supply inventories.

• ·Provides performance feedback, trains, and instructs employees to meet established goals and objectives; participates in staff evaluations with designated supervisor to provide impartial feedback regarding performance; assures that staff maintain safety standards and adhere to policies and procedures for efficient and safe operations.

•  Reviews, maintains, and updates records in various formats, mediums, and automated systems to ensure data integrity and adherence to internal controls, practices, and policies; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless services. 

Equivalent to a high school diploma PLUS five years advanced administrative support experience.  Associate's Degree in Computer Technology, Pre-Business, Business Technology, or related field is desirable.  A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Valid driver's license and Notary Public Certification are preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies. Bilingual skills (English/Spanish) are desirable. Additional technical certifications and training may be required for some incumbents in this job class. 

Extensive knowledge of: All aspects of executive-level administrative responsibilities; current legislative, political, and economic trends in governmental activities; office administration processes and procedures; methods and standards for preparing business correspondence; business English, spelling and grammar; fundamental principles of accounting and budgeting; federal, state, and City regulations related to the function of the department; basic and specialized personal computer applications involving word processing, spreadsheet applications, data management, electronic presentations, etc; records management principles and record keeping practices; principles and practices of effective customer service; City organization, operations, policies and procedures.
Ability to: Coordinate a variety of administrative functions; assess and prioritize multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relationships with co-workers, general public, elected officials, special interest groups, advocates, and representatives from other regional, state and other agencies; maintain a high level of confidentiality and discretion.
Skills in: Using initiative and independent judgment within established procedural guidelines; handling people tactfully and courteously, and answering questions within the scope of authority and confidentiality; working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities; reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, and administrative orders; collecting data, analyzing information, and making logical conclusions based on facts; interpreting a variety of technical instructions and program requirements; preparing and writing reports and business correspondence; meeting critical time deadlines; searching and maintaining records and computer files.

Salary : $21