Administrative Officer III @ Bernalillo County Government - Albuquerque, NM

Administrative Officer III

Position Summary & Duties Responsible

DEFINITION

Under general direction, plans, oversees, and participates in a variety of administrative, technical, and programmatic support duties in support of assigned department/division; coordinates the administration of assigned administrative services including but not limited to, human resources, accounting, budget, purchasing, and office management; participates in the formulation and implementation of department-specific and/or County-wide administrative services policies and procedures; provides information and assistance to the public, external agencies, and County staff related to the administration of department/division programs, projects, and services; and performs related duties as assigned.



CLASS CHARACTERISTICS

This is the advanced journey-level in the Administrative Officer classification series responsible for independently administering assigned administrative services functions and programs; demonstrating independent judgment in selecting methods and techniques for obtaining solutions; and serving as a professional-level resource for human resources, accounting, budgetary, purchasing, office management, and/or related administrative services programs. Employees at this level are capable of performing advanced and complex administrative, technical, and programmatic support duties requiring the use of considerable discretion and independent judgment in performing assigned work, and have responsibility for ensuring the efficient and effective functioning of assigned program or operational area. Assignments are given with general guidelines and employees are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.



EXAMPLES OF JOB FUNCTIONS
  • Plans, coordinates, and participates in providing administrative, technical, and programmatic support for assigned department or division in the daily management of areas such as human resources, accounting, budget, purchasing, and/or office management.
  • Participates in the development and implementation of department/division goals and objectives.
  • Develops and standardizes procedures, work standards, and internal controls to improve and continuously monitor the efficiency and effectiveness of administrative operations, programs, and service delivery methods and procedures; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations; develops and maintains administrative operating procedures/manuals.
  • Plans, coordinates, organizes, and carries out administrative and technical studies, assignments, and projects; researches, analyzes, and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; identifies trends and discrepancies; presents findings and recommendations in an appropriate format for review by supervisory or management staff.
  • Assists management in performing and conducting department/division-wide studies and special projects; collects and analyzes data; prepares comprehensive technical records and reports.
  • Serves as a liaison and represents the department/division and County to the public, and various regulatory agencies, community groups, and other agencies.
  • Coordinates the receipt, processing, and response to public records act requests, complaints, and other requests for information; researches, analyzes, and organizes information; ensures compliance with legal and regulatory requirements.
  • Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility.
  • Directs the design, organization, and maintenance of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.
  • Attends and participates in a variety of task forces, committees, and meetings, both internal and external, relating to assigned areas of responsibility; maintains awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the County and the assigned department/division.
  • May exercise supervision of assigned staff.
  • Perform other job related duties as required or assigned.

Minimum Qualifications

  • Associate's Degree in Business Management, Business Administration, Public Administration, or related field plus six (6) years of increasingly responsible administrative and office support experience; OR any related combination of education from an accredited college or university or related experience in this occupation totaling eight (8) years may substitute for the required education and experience and may be interchangeable on a year for year basis.

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES (KSA'S)
  • Principles and practices of public and business administration with emphasis in human resources, budget preparation and management, generally accepted accounting principles, purchasing, regulatory compliance, and/or office management.
  • Business administrative and modern office practices, procedures, technology, and computer equipment and applications.
  • Organizational practices as applied to the evaluation, development, and implementation of operational/workflow, policy, and procedural improvements within assigned areas of responsibility.
  • Principles and techniques of data collection and analysis, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
  • County, department, and/or division programs, goals, and policies and procedures related to assigned area of responsibility.
  • Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department or division.
  • Record keeping and filing systems and methods.
  • Basic business arithmetic and bookkeeping.
  • Business letter writing and the standard format for reports and correspondence.
  • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  • Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
  • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Plan, oversee, administer and participate in division/department administrative services operations and programs.
  • Perform advanced and complex administrative and technical support work accurately and with use of independent judgment.
  • Prepare, review, and present reports, recommendations, and other correspondence and communications in a clear and concise manner.
  • Design, organize, and maintain accurate databases, files, and records.
  • Compose correspondence and reports independently or from brief instructions.
  • Make accurate business arithmetic computations.
  • Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
  • Plan, organize, and carry out assignments from management staff with minimal direction.
  • Conduct research on a wide variety of administrative services areas; analyze, interpret, draw conclusions, summarize, and present administrative and technical information and data in an effective manner.
  • Evaluate and develop improvements in operations, procedures, policies, or methods.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

ADDITIONAL REQUIREMENTS
  • Employee must successfully complete the post-offer employment medical examination and background investigation.
  • Employee must comply with the safety guidelines of the County.
  • Employee must complete required FEMA training(s) as assigned to position.

Other

COUNTY OF BERNALILLO IS AN EQUAL OPPORTUNITY EMPLOYER



Health Benefits: Medical

Dental

Vision

Supplemental: Life Insurance

Aflac

Deferred Compensation

Pre-Paid Legal

Flexible Spending Account

Long/Short Term Disability

Fringe Benefits: Retirement Plan

Holiday Leave

Personal Holiday Leave

Annual Leave

Sick Leave

Employee Assistance Plan



For additional benefit information go to:
https://www.bernco.gov/Human-resources/benefits-wellness.aspx