Administrative Assistant

Administrative Assistant

We are looking for a dedicated Administrative Assistant to join our team in Las Cruces, New Mexico. In this long-term contract role, you will play a key part in ensuring smooth office operations by managing administrative tasks, coordinating schedules, and maintaining records. This position requires excellent organizational skills, attention to detail, and the ability to communicate effectively with colleagues and the public.

Responsibilities:

• Welcome and guide visitors, address inquiries, and provide information while directing calls to the appropriate staff members.
• Handle incoming and internal phone calls, take messages, and ensure callers receive accurate assistance or are connected to the right personnel.
• Manage appointment scheduling, maintain calendars for community events, and assist in organizing meetings, including sending notices and recording minutes.
• Prepare agendas and presentation materials as instructed, ensuring all documents are completed accurately and on time.
• Create and oversee work orders for janitorial services, facility maintenance, and equipment repairs.
• Review preliminary payroll data for accuracy, submit corrections, and provide administrative support as needed.
• Verify vendor accounting records for accuracy, process invoices, and record journal entries or other transactions.
• Draft correspondence, memorandums, and other documents, ensuring clear and precise formatting.
• Maintain organized files and records for commissions, committees, and departments, ensuring easy retrieval when needed.
• Monitor inventory levels of office supplies and coordinate reordering to ensure staff needs are met.

Requirements:

• High school diploma or equivalent is required.
• Minimum of three years of clerical experience; bilingual proficiency in English and Spanish is preferred.
• Valid driver's license with a satisfactory driving record as per company policy.
• Ability to produce clear and accurate written documents with proper grammar and punctuation.
• Strong organizational skills and attention to detail for managing files and multitasking effectively.
• Proficient in basic arithmetic for processing invoices and payroll corrections.
• Excellent interpersonal skills to interact professionally with internal and external stakeholders.
• Capable of working independently while maintaining confidentiality and meeting deadlines.