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Special Projects/Administrative Coordinator
Job
Roosevelt County
Portales, NM (In Person)
$41,500 Salary, Full-Time
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Job Description
Job Summary As first point of contact for incoming customers, maintain a positive, welcoming space for visitors, greeting individuals enthusiastically as they come into the office. Under limited supervision, assist County Manager (CM) with all aspects of administrative support and coordinating special projects. Provide administrative support to the Administrative Office and other Offices as needed. Duties include providing exceptional customer service, organizing special projects, preparing for Commission Meetings, assisting the administrative staff, transcribing, writing and maintaining a high level of confidentiality, and aiding with designated project implementation. Coordinate and respond to Inspection of Public Records Act (IPRA) requests submitted to Roosevelt County. Essential Functions
- Provide exceptional customer service to all visitors at the county Administrative Office; organize special projects and special functions for the County
- Work with the County Manager to process Public Records requests
- Answer telephone with proper etiquette, take messages, answer questions as needed and route telephone calls to proper personnel
- Provide overall clerical and administrative support to the County Administrative Offices, and maintain a clean, organized workspace.
- Collect information and assist in preparation of the agenda and meeting packet for Commission Meetings
- Maintain records for the fairgrounds and rent the buildings
- Assist in preparation of press releases and public notices
- Learn and operate multiple software programs and applications in pursuit of routine responsibilities and additional projects as assigned
- Develop and implement the County Community Development Block Grant program consistent with grant requirements.
- Develop and implement all capital outlay projects, as well as public and private grant requests to meet various identified needs of the County.
- Maintain complete, accurate records for all capital outlay projects, and public and private grants as required by policy, regulation, and statute; including all required reporting and management documentation.
- Take an active role in researching and writing grant requests for County projects;
- Assist with monitoring procurement processes and spending activity associated with capital projects to ensure compliance with policy, regulation, statutes and laws.
- Coordinate with local, state, and federal agencies and organizations on the business of the County's capital projects, and other issues as assigned. Attend regular and / or special meetings of the New Mexico Community Development Council, ICIP workshops, CDBG Citizens Review Committee, and other related public hearings as assigned.
- Assist, maintain and submit the County's Infrastructure and Capital Improvements Plan (ICIP) program
- Transcribe, write and maintain confidential letters and documents
- Cross train in a wide variety of duties, and assists staff as directed
- Assist in updating the website with various information
- Assist in developing and maintaining a social media presence for the County
- Perform all duties with minimal supervision. Non-Essential Functions
- Perform other duties as assigned Professional Requirements
- Following a conditional offer of employment, successfully complete background investigation which may include, but is not limited to: fingerprinting, criminal records search, driving record screening, reference check, employment verification, and credit check
- Adhere to business professional dress code, appearance is neat and clean
- Report to work on time and as scheduled
- Maintain regulatory requirements, including all state, federal and local regulations
- Complete Inspection of Public Records Training as assigned
- Represent the organization in a positive and professional manner at all times
- Comply with all organizational policies and standards regarding ethical business practices in accordance with The Governmental Conduct Act, NMSA 1978, Chapter 10, Article 16 ("GCA) and the Roosevelt County Code of Ethics
- Participate in performance improvement and continuous quality improvement activities
- Attend regular staff meetings and in-service Qualifications Citizen or legal resident of the Unites State who has reached the age of eighteen (18) years of age High school diploma or (GED) equivalent required Bachelor's Degree in business is preferred
- Minimum of five (5) years customer service experience
- Two (2) years or more of grant writing experience preferred not required.
- Veteran preferred
- Bi-lingual preferred
- Must possess a valid New Mexico Driver's License
- Have not been convicted of, pled guilty to, or entered a plea of nolo contender to any felony charge or, within the three-year period immediately preceding this application, to any violation of any federal or state law or local ordinance relating to: o Aggravated assault, theft, driving while intoxicated, controlled substances or other crime involving moral turpitude; and o Has not been released or discharged under dishonorable conditions from any branch of the armed forces of the United States.
- Ability to maintain confidentiality of all personnel, financial, and other information.
- Comply with the New Mexico Sunshine Laws, Open Meetings and Inspection of Public Records Acts.
- Respond to requests and inquiries from the general public
- Strong organizational and interpersonal skills
- Ability to use good judgment in determining work assignments
- Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude
- Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work
- Must be able to apply basic mathematical skills, and understand and communicate such concepts as ratios, proportions, and percentages.
- Knowledge of excel spread sheets creation and maintenance.
- Knowledge of and ability to apply extensive and often complex records-keeping systems and procedures in grant and program requirements.
- Ability to complete work assignments accurately and in a timely manner
- Ability to communicate effectively, both orally and in writing
- Ability to handle difficult situations involving customers, staff, or others in a professional manner Physical Requirements and Environmental Conditions Work irregular hours including after hours Work under stressful conditions and under extreme pressures
- Work in varying degrees of temperature (heated or air conditioned)
- Position requires light to moderate work with 50 pounds maximum weight to lift and carry
- Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing Manual and finger dexterity Hand and eye coordination Corrected vision and hearing to within normal range Other Requirements
- Following a conditional offer of employment, successfully complete background investigation which may include, but is not limited to: fingerprinting, criminal record search, driving record screening, reference check, and employment verification.