County of Bernalillo
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Administrative Officer II
at County of Bernalillo
- Position Summary & Duties Responsible
Under general direction, performs a variety of administrative and technical support duties of considerable complexity requiring a thorough of knowledge of assigned department/division and County policies and procedures, and local, state, and federal regulations; coordinates assigned administrative services to support management and departmental/divisional staff; provides information and assistance to the public, external agencies, and County staff related to the administration of department/division programs, projects, and services; and performs related duties as assigned.
This is the journey-level in the Administrative Officer classification series. This classification is responsible for work that has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with staff and the public, as well as performing various research functions. Employees possess a comprehensive, authoritative understanding of department or division functions and activities, and provide support to management staff in the completion of their duties, such as coordinating assigned administrative services and assisting in administering department-related projects and programs. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from Administrative Officer III in that the latter performs a wide range of complex administrative, technical, and programmatic support duties such as supervising assigned administrative services operations and programs, researching and analyzing administrative services practices and procedures, and making recommendations for organizational, operational, policy, and procedural improvements.
EXAMPLES OF JOB FUNCTIONS
- Provides administrative, technical, and programmatic support for assigned department or division in the daily management of operations by coordinating and participating in assigned administrative services operations and programs in areas such as human resources, accounting, budget administration, purchasing, and/or office management.
- Evaluates office and inter-departmental/divisional procedures, and makes recommendations and implements, after approval, procedural, administrative, internal control, and/or workflow changes as necessary to maintain efficient and effective office operations.
- Researches, analyzes, and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; presents preliminary findings for review by supervisory or management staff.
- Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility.
- Serves as a liaison or staff support as a designated meeting and/or committee secretary, including preparing agendas and informational packets, posting required public notices pursuant to the law and local ordinances and resolutions, and taking, transcribing, posting minutes and actions.
- Designs, organizes, and maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.
- Independently composes various documents, correspondence, and reports.
- Receives, processes, and responds to public records act requests, complaints, and other requests for information; researches and organizes information; ensures timely response to all requests.
- Communicates with management and staff from other departments/divisions and agencies to obtain and relay information and to coordinate assigned activities.
- May exercise supervision of assigned staff.
- Performs other duties as assigned
- Minimum Qualifications
- Associate's Degree in Business Management, Business Administration, Public Administration or related field plus five (5) years of increasingly responsible administrative and office support experience; OR any related combination of education from an accredited college or university or related experience in this occupation totaling seven (7) years may substitute for the required education and experience and may be interchangeable on a year for year basis.
- Supplemental Information
KNOWLEDGE, SKILLS AND ABILITIES (KSA'S)
- Business administrative and modern office practices, procedures, technology, and computer equipment and applications.
- Organizational practices as applied to the evaluation, development, and implementation of operational/workflow, policy, and procedural improvements within assigned areas of responsibility.
- Principles and techniques of data collection, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
- County, department, and/or division programs, goals, and policies and procedures related to assigned area of responsibility.
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department or division.
- Record keeping and filing systems and methods.
- Basic business arithmetic and bookkeeping.
- Business letter writing and the standard format for reports and correspondence.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
- Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Perform advanced and complex administrative and technical support work accurately and with use of independent judgment.
- Prepare, review, and present reports, recommendations, and other correspondence and communications in a clear and concise manner.
- Organize and maintain accurate databases, files, and records.
- Compose correspondence and reports independently or from brief instructions.
- Make accurate business arithmetic computations.
- Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
- Coordinate and participate in assigned administrative services operations and activities.
- Plan, organize, and carry out assignments from management staff with minimal direction.
- Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
- Evaluate and develop improvements in operations, procedures, policies, or methods.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
- Employee must successfully complete the post offer-employment medical examination and background investigation.
- Employee must comply with the safety guidelines of the County.
- Employee must complete required FEMA training(s) as assigned to position.
COUNTY OF BERNALILLO IS AN EQUAL OPPORTUNITY EMPLOYER