What are the responsibilities and job description for the Administrative Secretary - Special Projects position at City of Grants?
Job Posting – Administrative Secretary (Special Projects)
City of Grants, New Mexico
Position Title: Administrative Secretary – Special Projects
Department: Special Projects
Status: Full-Time
Schedule: 4/10 Work Week (Monday–Thursday)
Position Summary
The City of Grants is seeking a highly organized and motivated Administrative Secretary to support the Special Projects Department. This position provides administrative, clerical, and coordination support for departmental operations, including project tracking, reporting, purchasing, and scheduling.
This role also assists with the administration of federal, state, and local grants, supports community initiatives, and interacts regularly with City staff, outside agencies, and the public. The ideal candidate is detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Provide administrative and clerical support to the Special Projects Department
- Prepare correspondence, reports, and maintain organized filing systems
- Track projects, schedules, and departmental activities
- Assist with purchase orders, invoice tracking, and budget-related tasks
- Support grant administration, including tracking, reporting, and compliance
- Coordinate meetings, prepare agendas, and record minutes as needed
- Respond to public inquiries and provide excellent customer service
- Maintain records, databases, and documentation in accordance with policies
- Assist with community outreach efforts and special events
- Perform other duties as assigned
Why Join the City of Grants?
- 4/10 work schedule (3-day weekends!)
- Opportunity to support meaningful community projects
- Collaborative and service-driven work environment
- Stable public sector employment
Minimum Qualifications
- High School Diploma or GED required
- Minimum one (1) year of clerical/administrative experience with public interaction
- Strong communication and customer service skills
- Proficient in basic computer applications (Word, Excel, data entry)
- Ability to type at least 45 WPM
- Must possess or be able to obtain a valid New Mexico Driver’s License
- Must pass a pre-employment drug test and background check
Additional Requirements
- Must be able to attend required trainings and obtain certifications related to federal and/or state funding administration within a specified timeframe