Office Assistant III - Treatment

Under general supervision, performs a variety of clerical, technical, organizational and administrative activities to support the functions of the Alternative Sentencing department.  Often the front-line representative of San Juan County, this position must possess outstanding public relations and communication skills.

• High School diploma or GED equivalent and five (5) years of administrative or clerical experience.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.   Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Maintains department files; researches files and computer databases; assures all administrative actions are in compliance with County policy, procedures and guidelines.
• Researches inquiries from employees with personnel questions; reviews and processes forms to execute personnel change transactions.
• Maintains department statistical information; collects statistical data and compiles data for reports; updates and assures the accuracy of databases; creates management reports.
• Utilizes the County payroll computer system to input, access, retrieve, and analyze data; updates automated and manual computer records and tracking systems.
• May assist in planning, directing and evaluating the work of subordinate clerical staff.
• Monitors budget, contracts and expenditures; collects, compiles and analyzes data and information.
• Coordinates the annual county budgeting process; monitors the budget cycle and department submittal timelines, organizes documentation, and coordinates the formal submittal process.
• Maintains department calendar; receives, opens, reviews and distributes mail; prepares purchase orders and vouchers; establishes and maintains filing procedures; coordinates and monitors assigned projects.
• Keys, edits and prepares correspondence, memoranda, letters, legal documents, information packets and other communications; responds to routine letters and composes general correspondence as directed.
• Answers phones and determines nature of the calls; logs and routes calls to appropriate individuals, offices, work units, divisions or departments to handle inquiries and complaints; takes and delivers messages.
• Performs other related duties as assigned.