Office Assistant

Performs administrative office support activities and provides customer service relative to department programs and services.

Position involves competing demands, performing multiple tasks, working to deadlines, may require frequent work beyond normal business hours. 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.

Work is performed in a standard office environment.  Light physical demands; mostly desk work. Frequent to constant use of a personal computer.

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

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

This is an Evergreen recruitment. What is an Evergreen recruitment? A recruitment in which we need a larger volume of candidates to fill multiple vacancies across all City departments. It will be posted for an extended time, so that we can draw from the pool of applicants as needed.

This Evergreen recruitment may be utilized to fill current and future Office Assistant vacancies in all City Departments to include full time, part time, temporary, and/or contract. This position may be posted again as applicant pool is exhausted.

The initial review of applications will occur on June 30, 2025, and periodically thereafter.

This position is graded RN03.

·         Interacts with customers to provide the appropriate level of assistance and response to inquiries, issues of concern, and requests for information, or explanation, regarding various services, processes, policies, and procedures; refers matters requiring policy interpretation, or technical expertise, to the appropriate staff for resolution; conducts research, compiles information and prepares various special and recurring reports to ensure effective, accurate, and timely communication of information; assists with applications, forms, and other documents.

·         Creates, maintains, tracks, updates, and distributes records in various formats, automated systems, and software for accuracy to ensure data integrity and adherence to internal controls, practices, and policies.

·         Provides a variety of office assistance duties; prepares correspondence to assemble and distribute memoranda, letters, information packets and other communications; processes mail, correspondence and other items; compiles, updates and maintains statistical information, reports and related documents.

·         Receives and verifies payables and receivables; codes, processes and submits invoices; maintains budget and accounting information to monitor expenditures as required.

·         May process, input, track and maintain work orders; conducts month end close out of repair orders as required; receives and accounts for fees, fines, and other monies related to programs or fund accounts; audits and prepares deposits; maybe responsible for maintaining petty cash.

·         May generate and open purchase orders, requisitions, pricing agreements and other financial documents; may research availability of supplies and materials and obtain quotes.

·         Assists in, coordinates, and schedules special events, appointments, and meetings; maintains schedule of facilities or sites; may attend meetings and take minutes.

·         May dispatch staff to resolve issues, complaints, or provide additional services utilizing two-way radio; may perform payroll activities such as maintaining and processing records for time worked, overtime, leaves and absences; tracks employee leave accruals.

·         May be responsible for records management in accordance with prescribed schedules and guidelines; prepares records and documents for microfilming, scanning and retention; converts scanned documents into electronic document format; maintains logs of records and documents; operates reproductive, micrographics, and imaging equipment to produce copies of records, legal documents and maps for archival storage and retention.

·         May serve as records custodian involving researching records, copying and dispersing information/records.

Equivalent to a high school diploma PLUS one year of clerical, accounting, or customer service experience. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy. May prefer some job-specific experience.

Valid Class D driver's license may be required or 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.

Basic knowledge of:  customer service principles, standards, and methods; standard office practices and procedures; business mathematics; appropriate business English, including spelling, grammar and punctuation; effective communication and techniques for effectively interacting with customers, in person and over the telephone; business and personal computers, business office software applications, and report generation; records management principles and record keeping practices; City organization, operations, policies and procedures to effectively perform the required functions and duties of the position.

Ability to:    perform a variety of duties and responsibilities timely and with accuracy to meet time-sensitive deadlines; provide appropriate levels of customer service to ensure achievement of goals and objectives; read, communicate, and comply with policies, procedures, rules, and regulations governing related activities, programs, and functions; communicate effectively in verbal and written forms; research and compile applicable information and maintain accurate records; establish and maintain effective working relations with co-workers and the public; maintain confidentiality of sensitive information and data; make accurate arithmetic calculations; operate standard office equipment and timely and accurately enter data using a personal computer with basic and specialized software applications; present a positive image; use initiative and independent judgment within established procedural guidelines to successfully meet established goals and objectives.

Skills in:  effectively communicating in written and verbal forms; applying correct English usage, grammar, spelling and punctuation; preparing accurate reports and related business correspondence; presenting information and responding to questions from the public and employees; operating standard office equipment, personal computers and related software; entering data into a computer system with speed and accuracy; conducting research and maintaining records and files in various mediums and formats; maintaining objectivity and freedom from prejudice, and exercising judgment and understanding in daily interactions with customers.

Salary : $15