Senior Office Assistant

Senior Office Assistant Performs highly responsible and specialized clerical/administrative office support activities and provides customer service to the public and other agencies relative to department programs and services. 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 requirements. Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process. This 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 senior 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 march 2, 2026, and periodically thereafter. This position is graded at rn04, cn04. Duties and responsibilities include assisting the public in person or by phone answering inquiries related to department services and programs; assisting the public with departmental applications/forms and verifying necessary documents are included; receiving complaints and attempting to resolve them; explaining rules, policies, and procedures; referring matters requiring policy interpretation to supervisor for resolution; providing information regarding departmental processes, procedures and requirements. Compiling information and generating various special and recurring reports; managing database, interpreting information, and assuring the accuracy of information; entering, editing and retrieving data and preparing periodic or special reports, using a computer system and following established formats and menus; creating, updating and tracking a variety of electronic and paper files, records, reports, rosters, logs and related documents; accessing and locating information for customers, staff, agencies and others. Receiving and verifying bills, invoices and credit cards statements; coding, processing and submitting invoices/credit card statement for payment; preparing financial reports; maintaining budget information; monitoring departmental expenditure as required; may generate and open purchase orders, requisitions, pricing agreements and other financial documents. Preparing and processing licenses, resolutions, business certificates, applications as required; preparing and updating a variety of reports and records which may require the use of arithmetic calculations and consolidating materials from several sources; providing information to law enforcement agencies, courts, attorneys and the public in accordance with legal requirements governing release of information; may notarize affidavit of service. Coordinating special events and meetings with multiple outside agencies; maintain schedule of facilities or sites; files and maintains departmental records, documentation, and may attend meetings and take minutes; may coordinate the work of other administrative staff. Preparing correspondence, reports, forms, agendas, meeting minutes, memorandums, letters, newsletters, and specialized documents related to the organizational unit and/or program services from drafts, notes, dictated tapes, or brief instructions, proofreading and checking typed and other materials for accuracy, completeness, compliance with departmental policies, and correct english usage, including grammar, punctuation, and spelling; assembling and distributing information packets and other communications; making and distributing copies; processing mail, correspondence and other items; may perform production transcription of reports, statements, or meeting notes for the public and law enforcement use from notes or dictated tapes; ensuring that all other documents are prepared accurately and in accordance with department standards; may provide election support for all city elections; may be responsible to fill inspection of public records requests; may provide transcription language translation services. Receives and verifies payables and receivables; codes, processes and submits invoices; maintains payroll, budget and accounting information; monitors departmental expenditure as required. Receives and accounts for fees, fines, and other monies related to organizational programs or fund accounts; audits and prepares deposits; maybe responsible for maintaining petty cash. Assists with ordering and maintaining office supply inventories and departmental equipment; may process, track and maintain work orders and time report documentation; conducts month end close out of repair orders as required. May perform payroll activities such as maintaining/processing records for time worked, overtime, leaves and absences; tracks and maintains employee leave accruals. May serve as back up to other clerical/administrative positions in the office; may schedule and oversee the work of volunteers for the office. May serve as subject matter resource; may assign work to a small clerical staff; develops or revises work practices and procedures to insure uniformity, efficiency, completeness, accuracy, and conformance with management direction; trains employees on proper interpretation and use of applicable laws, regulations, policies, procedures, job techniques, and work practices. Operates a variety of office machines and equipment including personal computers, typewriters, adding machines, transcribing equipment, calculators, alpha readers, data processing terminals, printers, copiers, binders, collators, and microfilm equipment as needed. Minimum qualifications equivalent to a high school diploma plus three years' experience performing administrative office support using a personal computer with ms office or related software. A combination of education, experience, and training may be applied in accordance with city of las cruces policy. Demonstrated computer skills in working with word processing, spreadsheet and email software. Licenses/certifications valid driver's license may be required or preferred. Bilingual skills (english/spanish) and notary public may be desirable. Additional technical certifications and training may be required for some incumbents in this job class. Typing test may be required. Knowledge, skills, and abilities general knowledge of: standard office practices and procedures; business arithmetic; appropriate business english, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; basic and specialized computer applications involving word processing and possibly transcription equipment, data entry and report generation; records management principles and record keeping practices; customer service standards and protocol; city policies and procedures. Skills in: using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct english usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence, and policy manuals; effectively presenting information and responding to questions from general public and employees; operating standard office equipment, personal computers and printers; searching and maintaining records and computer files. Ability to: assess and prioritize multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; enter numerical and related information into a computer system with speed and accuracy; meet critical time deadlines. To view a summary of benefits offered by the city of las cruces, benefits - home (01 are you a current city of las cruces employee? (if you fail to include this information under the work experience section of your application, you may be disqualified from the process). Yes no 02 position requires at least a high school diploma or ged. Do you meet this minimum requirement? (if you fail to include this information under the education section of the application, you may be disqualified from the selection process.) Yes no 03 do you have, at a minimum, the required three years experience performing administrative office support using a personal computer with ms office or related software? (if you fail to include this information under the work experience section of the application, you may be disqualified from the selection process.) Yes no 04 which ms office or related software have you used in your current or previous roles? 05 a valid driver's license may be required or preferred. Do you meet this preference? Yes no 06 if you answered "yes" to the previous question above, please indicate the type of license, license number, expiration date, any restrictions or endorsements, and the state that issued the license. If none, type n/a. 07 although not required, bilingual skills in english/spanish are desirable. Do you meet this preference? Yes no 08 although not required, do you have a current notary public certification? Yes no 09 this position may have a preference for experience with inspection of public records act (ipra) requests and law. Please choose which one of the options below best describes your experience with ipra requests and law. (this information must be included under the work experience section of your application.) No experience 0-1 years 1-3 years 3 or more years of experience 10 this position may have a preference for experience transcribing minutes. Please choose which one of the options below best describes your experience transcribing minutes. (this information must be included under the work experience section of your application.) No experience 0-1 years 1-3 years 3 or more years of experience 11 this position may include a heavy customer service focus. Please choose which one of the options below best describes your experience with customer service. (this information must be included under the work experience section of your application.) No experience 0-1 years 1-3 years 3 or more years of experience required question employer city of las cruces address p.o. box 20000las cruces, new mexico, 8800

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