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Bernalillo County · 18 hours ago

Administrative Support Assistant Lead

Albuquerque, NM

Full-time

Onsite

Mid, Senior Level

$47K/yr - $75K/yr

3+ years exp

Bernalillo County is focused on enhancing the quality of life for its residents and offers a supportive work culture. The Administrative Support Assistant Lead is responsible for planning and overseeing administrative tasks, coordinating services, and supervising staff to improve efficiency and effectiveness within the department.

Business DevelopmentDigital MediaGovernment

Responsibilities

Plans, coordinates, and participates in providing administrative, technical, and programmatic support for assigned department or division in the daily management of areas such as human resources, accounting, budget, purchasing, or office management

Participates in the development and implementation of department/division goals and objectives

Develops and standardizes procedures, work standards, and internal controls to improve and continuously monitor the efficiency and effectiveness of administrative operations, programs, and service delivery methods and procedures; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations; develops and maintains administrative operating procedures/manuals

Plans, coordinates, organizes, and carries out administrative and technical studies, assignments, and projects; researches, analyzes, and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; identifies trends and discrepancies; presents findings and recommendations in an appropriate format for review by supervisory or management staff

Assists management in performing and conducting department/division-wide studies and special projects; collects and analyzes data; prepares comprehensive technical records and reports

Serves as a liaison and represents the department/division and County to the public, and various regulatory agencies, community groups, and other agencies

Coordinates the receipt, processing, and response to public records act requests, complaints, and other requests for information; researches, analyzes, and organizes information; ensures compliance with legal and regulatory requirements

Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility

Directs the design, organization, and maintenance of accurate and detailed databases, files, and records, verifies accuracy of information, research discrepancies, and records information; ensures compliance with established records retention schedules

Attends and participates in a variety of task forces, committees, and meetings, both internal and external, relating to assigned areas of responsibility; maintains awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the County and the assigned department/division

May exercise supervision of assigned staff

Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information

Works in conjunction with the director to effectively maintain and develop methods adhering to all of the department's policies and procedures; develops and research information relating to the department's activities

Recommends changes to improve workflow, simplify procedures, implements cost controls and establish efficient department operations

Maintains an electronic calendar of activities, meetings and various events for the section; may schedule meetings and coordinate activities with other County departments as necessary

Assists the Department Director in an administrative capacity on a daily basis including filing, correspondence, scheduling meetings, media inquiries and time keeping

Prepares routine media notices, advisories, and legal advertisements for county meetings

Prepares reports; maintains accurate files and related documents for the department

Provides administrative support on budgetary, payroll and/or accounts payable matters

Represents the department on public awareness campaigns and committees and assist with exhibits and outreach efforts

Creates and maintains mailing lists

Serves as a liaison between Communication Services Department, Finance and Purchasing in developing bid specifications, procurement issues, assuring vendor payments and completion of contractual services

Contacts various county departments routinely, for departmental updates, information on special events or activities

Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents, or decisions that require maintaining confidentiality of sensitive information

Qualification

Public administrationBusiness administrationAdministrative supportDatabase managementBudgetingSupervisory skillsAnalytical skillsResearch skillsCommunication skills