Kelly Services is currently hiring an Office Specialist in the city of Los Alamos.
Position Summary: Under general supervision of the Department Head, Elected Office or designee, performs a variety of administrative and staff support duties for a specified division, which requires a wide scope of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Maintains confidentiality of all privileged information.
The general level and nature of this position are described in the headings below. This is not an all- inclusive list of all responsibilities, duties, and skills required of personnel in this classification.
Essential Duties and Responsibilities: - Coordinates and performs a range of secretarial, administrative and/or operational support activities for the department/division; serves as a liaison with other divisions and operating departments in day-to-day administrative operations. - Provides secretarial and administrative support for the department/division, such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries. - Operates personal computer to compose, format and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings. - Schedules and coordinates meetings, calendars, events, interviews, appointments, and/or other similar activities for supervisors or division, which may include coordinating travel and lodging arrangements. - Handles and resolves routine facilities issues working with County staff and outside vendors. - Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering, as specifically directed. - Establishes, maintains, and updates files, databases, records, and/or other documents under established record keeping principles; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports. - Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries. - Requisitions supplies, printing, maintenance, and other services. - Prepares requisitions and direct purchase orders; prepares invoices for payment, assuring proper budget codes; maintains logs of expenses, work orders and projects; prepares timesheets; maintains office supplies. - Assists in preparation and administration of department/division budget; develops and maintains logs, records and reports. - Enters and ensures accuracy of timesheet information inputted into payroll system. - Maintains department/division information on county intranet and internet site. Updates department/division social media sites. - May receive and process payments from customers, reconciles and prepares routine reports of transactions, as appropriate. - Maintains confidentiality of all privileged information. - Contributes to a team effort and accomplishes related results as required. - Performs other duties as required.
Additional Essential Duties and Responsibilities for Senior Office Specialist: - May lead or supervise other support staff. - Assists with fiscal administration for the department/division, including but not limited to budgets, funding, contracts, payroll, employment, travel, inventory, and/or purchasing; assist with fiscal planning and budget preparation. - Frequently organizes events for the department/division. - May serve as primary administrative and operational liaison with internal and external department/agencies, boards or commissions. - Handles and resolves routine and complex facilities issues working with County staff and outside vendors. - May handle and resolve non-standard or more complex inquiries, issues, and matters. - May serve as record management liaison within the work unit. - May research information, compile statistics, and gather and compute various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources as requested. - Serves on committees as assigned.
Minimum Qualifications: - High School Diploma or GED. - Two years- secretarial, business or administrative experience such as preparing correspondence, reports, presentations, agendas, scheduling and calendaring, coordinating travel arrangements, customer service and maintaining departmental records. - Must take a computer skills test administered by Human Resources. - If working in the Sheriff-s office, successful completion of thorough background investigation.
Additional Qualifications for Senior Office Specialist: - Additional four years- secretarial, business or administrative experience, such as preparing correspondence, reports, presentations, agendas, scheduling and calendaring, coordinating travel arrangements, customer service and maintaining departmental records. - If in Public Works, must take a writing skills test.
Preferred Qualifications: - Valid New Mexico driver-s license.
Knowledge, Skills, and Abilities: - Knowledge of business English, proper spelling, grammar, and punctuation. - Knowledge of modern office practices and procedures, standard office and accounting equipment. - Knowledge of customer service practices and techniques. - Knowledge of quality assurance standards and practices. - Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment. - Ability to communicate effectively, both verbally and in writing. - Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels. - Ability to represent the organization in a professional manner, building respect and confidence. - Ability to maintain confidentiality. - Ability to handle multiple tasks and meet deadlines. - Ability to carry out instructions furnished in verbal or written format. - Ability to prepare routine accounting and administrative paperwork. - Ability to use good judgment, analyze and solve problems.
Additional Knowledge, Skills and Abilities for Senior Office Specialist: - Skill in records management maintenance. - Ability to learn computerized information systems used in financial and/or accounting applications. - Ability to make sound administrative/procedural decisions and judgments. - Ability to gather data, compile information, and prepare routine reports. - Ability to use Legistar.
Physical Demands: While performing the duties of this job, the employee regularly is required to sit; have manual and finger dexterity; stoop, and talk or hear. The employee is frequently required to walk and stand. The employee is occasionally required to crawl, climb heights, reach above shoulder level, crouch, kneel, balance, push/pull, and carry. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment: Work is performed in an office setting with a moderate noise level. Evening, holiday, and weekend work may be required.
Each and every county position requires the following professional skills and abilities as key and necessary elements of performance. Employees are required to:
- Demonstrate regular and reliable attendance; - Work well with others and participate fully in a team-oriented environment; - Interface with other employees and customers in a courteous and respectful manner; - Project positive support of their department and all county organizations at all times; and, - Maintain and enhance the county-s commitment to customer service excellence.