Executive Assistant to the County Manager

Torrance County Fairgrounds - Estancia, NM

Full-time - Entry Level

Estancia, NM

About the position

The Executive Assistant to the County Manager plays a crucial role in providing comprehensive administrative support to the County Manager, Deputy County Manager, and various departments. This position involves supervising and coordinating clerical support services, managing correspondence, scheduling appointments, and maintaining program files. The Executive Assistant also assumes limited management responsibilities in the absence of the County Manager, assists in policy development, and ensures effective public relations for the administrative department.

Responsibilities

• Supervise and coordinate administrative, organizational, and clerical support services for the County Manager and other departments.
• Create and prepare internal correspondence and manage mail distribution.
• Arrange appointments and maintain program files.
• Prepare and present staff reports and other necessary correspondence.
• Maintain public relations for the administrative department.
• Prepare and distribute County Commission agendas and packets.
• Provide administrative support for the Board of County Commissioners.
• Greet visitors and assist in directing individuals appropriately.
• Respond to public inquiries and provide information on departmental policies and procedures.
• Prepare correspondence, bills, statements, receipts, and checks.
• Improve operations and streamline work processes for quality customer service.
• Maintain a calendar of activities for the County Manager and other officials.
• Coordinate activities with other County departments and make travel arrangements as needed.
• Monitor and process purchase orders and bills to be paid.
• Perform general clerical work and maintain accurate records and files.
• Sort, stamp, and distribute mail; deliver outgoing mail to the post office.
• Operate office equipment and maintain various filing systems.
• Requisition materials and supplies as required.
• Assist in various department operations and perform special projects as directed.
• Contact public and outside agencies to acquire and provide information.
• Prepare, issue, and send out receipts, bills, policies, invoices, and statements.
• Proofread and prepare a variety of documents including reports and memorandums.
• Communicate effectively in English and follow oral and written directions.

Requirements

• Proven experience as an executive assistant or in other administrative roles.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in office software and equipment.
• Ability to handle confidential information with discretion.
• Strong attention to detail and accuracy in work.

Nice-to-haves

• Experience in a government or public sector environment.
• Familiarity with county policies and procedures.
• Ability to work collaboratively with various stakeholders.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Retirement savings plan options.