Administrative Assistant - Fire Rescue

NOTICE TO APPLICANT This position will close at 12:00AM MST on the End Date. You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc. Only the information provided on this application is evaluated when determining compensation. Job Description PURPOSE SUMMARY. Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department. ESSENTIAL DUTIES. 1. Administrative Support Compose correspondence, reports, spreadsheets, requisitions, and documents for supervisor signature. Maintain accurate records and files; examine reports, responses, legislation, or other materials to determine required actions or additional information needed. Coordinate logistics for meetings and represent the department at meetings, as directed. Comply with all department and county policies and procedures. Assist with planning, coordinating, and supporting department-sponsored events, including scheduling, logistics, vendor communication, and on-site support as needed.2. Financial and Budget Management Prepare, analyze, and maintain the department budget. Serve as the point of contact on department budget matters. Review, examine, and analyze accounting records of the department or vendors to verify accuracy and identify discrepancies. Assist with timely processing of invoices for projects and services. Perform timekeeping responsibilities.3. Procurement and Resource Coordination Fulfill requests for office supplies, equipment, and materials. Develop written protocols to address operational issues such as cash handling, purchasing, and equipment repairs.4. Communication and Customer Service Communicate and respond to inquiries in verbal and written form. Handle requests for information related to assigned responsibilities.5. Records and Program Support Apply knowledge of county objectives and policies; prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for assigned meetings. Assist with coordinating department grant programs and serve as the point of contact for grant administration matters, if assigned. Route project agreements for signature, follow up with departments as needed, and confirm full execution of documents.6. Funding Applications, Reporting, and Stipends Collect fire funding applications from Fire Districts for annual fire funding and EMS Funding Act programs, and collect annual service reports from Fire Districts, AMR, and NASA. Review applications for accuracy and completeness, notarize documents as required, and submit approved applications to the State Fire Marshal's Office and the New Mexico EMS Bureau within established deadlines. Assist the Fire Chief or designee with preparation and submission of annual carryover requests and prepare required reports for the State Fire Marshal's Office and the New Mexico EMS Bureau in support of annual expenditure audits. Support preparation and submission of Volunteer Firefighter annual reports, PERA qualification records, and new Volunteer PERA member applications. Process and track donations received for donors and fire stations. ADDITIONAL DUTIES. Other duties as assigned. QUALIFICATIONS. A. Education. High school diploma or equivalent. B. Experience. Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience. Bilingual (English/Spanish) preferred. C. Education/Experience substitution. In accordance with County Policy. D. Licenses/Certifications. Valid driver's license. Must maintain a valid driver's license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire. E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass pre-employment background check and driving record check. Must pass pre-employment credit check. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION: Knowledge of: Office procedures and practices, administrative techniques and organizational skills. Filing and record keeping systems. Inventory control procedures. Principles and procedures of budget preparation, control, financial record keeping and reporting.Skill in: Computer operation including word processing, spreadsheet and database programs. Must possess technical writing skills.Ability to: Exercise independent judgment in various situations and determine appropriate action. Draft correspondence following verbal or written instructions. Handle sensitive and confidential matters and situations. Establish and maintain effective and cooperative working relationships with others. Compensation Range $21.16 - $31.74Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists. Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see for our Public Notice and to get the Testing/Interview Accommodation Request Form or call for assistance.Thank you for considering Doña Ana County as a potential employer. The information below is provided to assist you in successfully navigating the application process. After you apply for a position with Doña Ana County, there is a minimum qualification screening based on the requirements of the position completed by the county's HR staff.Applicants cannot proceed in the process if: Stated years of related experience cannot be verified within the work experience section of the application (e.g., not enough information provided, insufficient work history, experience listed is not applicable). Required education is not listed in the application. The application is incomplete in any capacity. The candidate only submits a resume. Doña Ana County does not utilize resumes during the recruitment process; however, you may use your resume to auto-populate portions of your application. HR department staff then forward the applications of candidates who meet the minimum qualifications to the hiring department. The hiring department will select applicants for interviews and proceed with the selection process. Due to the high level of interest in some of our positions, not all eligible applicants will be interviewed.The first step is to complete an employment application form. Only the information provided on this application is evaluated when determining compensation. It is important that you ensure your application reflects the correct and current information for your work experience, education, personal information, etc.