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Executive Secretary to County Manager

Employment Status: Full-Time

FLSA Status: Non-Exempt

Experience Required: Four to five (4-5) years of increasingly responsible secretarial experience including some administrative assistant and organizational experience. Experience in Federal, State, County or Municipal Government is required.

Minimum Education Requirements: College coursework in a related field is required.

Department: Administration

Direct Supervisor: County Manager

Supervisory Responsibility: Direct (0); Indirect (0)

Primary Work Location: Works inside in an office setting.

Certification: This position requires a valid New Mexico Driver’s License.

Job Summary: To assist the County Manager in planning, scheduling and coordinating activities, overseeing the activities and operations of Otero County, and to provide highly responsible and complex administrative support to the County Manager and Board of County Commissioners. To perform a wide variety of administrative, organizational, public relations, and secretarial work in support of the Administration Department; to type and proof read a variety of documents and correspondence; to provide information and assistance to the public regarding County and departmental policies and procedures.

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential duties:

Coordinate and provide administrative, organizational and public relations functions including but not limited to acquiring information and/or providing information to the public, outside entities, agencies and others. Making referrals as requested or as needed and secretarial support services for the County Manager, work activities, priorities and deadlines.
Assume limited management responsibility for Otero County in the absence of, or with the consent of, the County Manager for all assigned departments; recommend and administer policies and procedures.
Assist in the development and implementation of County goals, objectives, policies and priorities.
Advertise for all county committee vacancies.
Maintain calendar for meeting room reservations and administrative vehicles.
Maintain the marquee.
Address all ADA shortfalls as the ADA coordinator.
Maintain Administrative Department Public Relations.
Assess and monitor workload, administrative and support systems and internal reporting relationships; identify opportunities for improvement; direct and implement changes.
Provide staff assistance to the County Manager; prepare and present staff reports and other necessary correspondence. Review and assist with time sheets, leave forms, overtime, etc., sign time sheets as back-up for County Manager in his/her absence.
Coordinate activities with other County departments, the public and outside agencies; make travel arrangements as required for the County Manager.
Prepare, type and proofread a variety of documents including general correspondence, agendas, reports, memorandums, rough drafts or verbal instructions.
Perform a wide variety of general clerical work including the maintenance of accurate records and files; verify accuracy of information, research discrepancies and record information.
Operate a variety of office equipment including telephones, copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Assist in a variety of department operations; perform special projects and assignments as directed.
Provide staff support to assigned boards and commissions.
Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of county management and administration.
Respond to and resolve difficult and sensitive citizen inquiries and complaints.
Act in the capacity of the public records custodian for the administrative office of the County as needed.
- Administer grants within Administration as directed.
Monitor and administer all agreements within Administration.
Perform duties as Otero County Planning Coordinator.
Provide administrative support to the Grazing Advisory Board and Ambulance Committee.
Prepare agendas and meeting packets as needed.
Attend Commission meetings which may be held outside of normal business hours.
Other duties as required.

Knowledge, Skills, and Abilities (KSA’s) for Position

An employee in this class must have the following knowledge, skills, and abilities upon application:

Knowledge

Principles and practices of program development and administration.
Principles and practices of public budget preparation and administration.
Principles of supervision, training and performance evaluation.
Pertinent Federal, State and local laws, codes and regulations.
Business letter writing and report preparation techniques.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
Public relationship management techniques.
County Ordinances and the Open Meetings Laws and Regulations and County policies and procedures.
Thorough understanding of the County’s functions, policies, and procedures.

Skills

Strong written and oral communications and relational skills.
Public relations and customer service.
Management skills to analyze programs, policies, and operational needs.
Follow and relay complex oral and written instructions, policies, and procedures.
Operate a variety of office equipment, including computer terminal, related software programs, printer, calculator, fax, and copier.

Abilities

Plan, organize, direct and coordinate the work of lower level staff.
Identify and respond to community and management issues, concerns and needs.
Assist in the development and administration of departmental goals, objectives and procedures.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Interpret and apply Federal, State and local policies, laws and regulations.
Establish and maintain effective working relationships with those contacted in the course of work.
Coordinate, organize and review the clerical and grammatical accuracy of the work of staff in the area of work assigned, independently without direct supervision or instruction.
Interpret, explain and communicate department policies and procedures and their enforcement as directed by the County Manager.
Understand the organization and operation of the County, the boards, commissions and committees established by the Board of County Commissioners, and of outside agencies as is necessary to facilitate the completion and fulfillment of their various responsibilities.
Independently prepare correspondence, reports, data compilations, spreadsheets, and other informational documents and memoranda.
Type with accuracy at a speed that is sufficient and necessary for successful and timely job performance.
Work independently at your own initiative in the absence of direct supervision or instruction.
Work cooperatively, and politely, providing assistance to and with the public, co-workers, other County Departments, boards, commissions, committees and outside agencies maintaining a positive pro-active attitude toward all human interaction.

Physical Demands

The following physical abilities are required:

The work is light work which requires exerting up 40 pounds of force occasionally, and/or up to 40 pounds of force to move objects.

While performing the duties of the job, the employee is regularly required to talk or hear.

The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms.

The employee is occasionally required to stand, walk, stoop, and bend.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The noise level in the work environment is usually quiet.

Safety Requirements

The employee is expected to follow all safety procedures as required.

**This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment. The contents of this position description may be changed without notice, and employment may be terminated by either party, at will. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

How to Apply:

Complete the application and return to:

Otero County Administration Office
1101 New York Ave
Alamogordo, NM 88310.

Miscellaneous Information

Position is OPEN UNTIL FILLED.

Executive Secretary to County Manager

Miscellaneous Information

Job Details