Description

Summary: Under the general direction of the County Manager, performs highly responsible, complex, confidential, and executive-level administrative and operational support for the County Manager's Office and the Luna County Board of Commissioners. Serves as a trusted administrative partner and key liaison to the County Manager, Assistant County Manager, and County Commissioners, providing high-level support in the coordination of County business, communications, meetings, agendas, agenda packets, correspondence, special projects, constituent inquiries, and other official matters. Exercises a high degree of independent judgment, initiative, discretion, diplomacy, political awareness, and sound decision-making while managing multiple priorities in a fast-paced and highly visible environment. Works closely with County Commissioners, Elected Officials, department directors, County employees, government agencies, vendors, media representatives, and the general public, and must maintain the highest level of professionalism and confidentiality when handling sensitive, privileged, and politically sensitive information. Must possess a strong understanding of County operations and maintain knowledge of applicable federal, state, and local laws and requirements, including the New Mexico Open Meetings Act and Inspection of Public Records Act. The position requires exceptional organizational, communication, and customer service skills, the ability to anticipate the needs of executive leadership and elected officials, and the flexibility to attend meetings and work outside normal business hours as necessary.

Examples of Duties

Essential Duties & Responsibilities: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Executive-Level Administrative Support

Provides complex, confidential, and high-level administrative support to the County Manager and Deputy County Manager.

Serves as a trusted administrative partner and assists in managing the day-to-day administrative operations of the County Manager's Office.

Anticipates the needs of the County Manager and proactively coordinates information, materials, schedules, meetings, communications, and follow-up necessary to support the efficient operation of the office.

Manages and maintains complex calendars, appointments, meetings, schedules, deadlines, and other commitments.

Reviews incoming correspondence, communications, requests, and other information; identifies matters requiring immediate attention; gathers relevant information; and coordinates appropriate responses or follow-up.

Screens and prioritizes telephone calls, correspondence, visitors, requests, and other communications requiring the attention of the County Manager or Assistant County Manager.

Composes, prepares, reviews, edits, and distributes professional correspondence, letters, memoranda, reports, presentations, and other documents.

Tracks assignments, deadlines, commitments, projects, and action items originating from the County Manager's Office and follows up with appropriate individuals and departments to ensure timely completion.

Identifies administrative problems, inefficiencies, and opportunities for improvement and recommends solutions to improve the efficiency and effectiveness of the County Manager's Office.

Coordinates and assists with special projects, County initiatives, events, and assignments as directed by the County Manager.

Support Board of County Commissioners

Provides direct, high-level administrative and logistical support to the Luna County Board of Commissioners and individual County Commissioners.

Works closely with County Commissioners to assist with County-related requests, communications, scheduling, correspondence, constituent inquiries, meetings, information gathering, and other official County business.

Serves as a primary point of contact and liaison between the County Commissioners, County Manager's Office, County departments, Elected Officials, government agencies, and members of the public.

Receives, evaluates, prioritizes, and coordinates requests and communications requiring the attention of the County Manager or County Commissioners and ensures appropriate follow-up.

Assists County Commissioners in obtaining information from appropriate County departments and staff regarding County business and constituent inquiries.

Coordinates the preparation of agendas, agenda packets, resolutions, proclamations, presentations, correspondence, supporting documentation, and other materials for regular meetings, work sessions, special meetings, emergency meetings, and other meetings of the Board of County Commissioners.

Ensures agenda packets and supporting materials are accurate, complete, and distributed in a timely manner.

Coordinates and manages the process for providing required notice to the public, news media, government offices, and other appropriate parties regarding meetings of the Board of County Commissioners.

Assists in ensuring that meeting notices, agendas, and other materials are prepared and distributed in accordance with applicable laws, including the New Mexico Open Meetings Act, County policies, and established procedures.

Attends Board of County Commissioners meetings, work sessions, special meetings, emergency meetings, and other meetings as assigned.

Provides administrative and logistical support before, during, and after meetings.

Tracks and follows up on action items, assignments, requests, and other matters resulting from meetings of the Board of County Commissioners.

Confidentiality and Sensitive Matters

Regularly handles highly confidential, sensitive, privileged, and politically sensitive information involving personnel matters, legal issues, County operations, negotiations, elected officials, and other matters requiring a high degree of discretion.

Maintains the highest level of confidentiality and refrains from the unauthorized discussion, disclosure, duplication, distribution, or personal use of confidential, privileged, sensitive, or otherwise protected information.

Exercises sound judgment regarding the handling, storage, release, and discussion of information and recognizes when matters should be referred to the County Manager, County Attorney, Human Resources, or other appropriate personnel.

Maintains a professional, impartial, ethical, and service-oriented demeanor at all times.

Supervision:

Works under the direction of the County Manager or Deputy County Manager. 

Supervisory Responsibilities: N/A

Typical Qualifications

MINIMUM QUALIFICATIONS

Education and Experience

Associate’s degree in public administration, Business Administration, Communications, Political Science, Office Administration, or a closely related field; and four (4) years of progressively responsible administrative or executive-level support experience, including at least three (3) years providing direct support to senior-level management, executive leadership, elected officials, governing boards, or a similarly complex organization.

OR

An equivalent combination of education, training, certifications, and progressively responsible experience may be considered. A minimum of five (5) years of progressively responsible administrative experience, including significant experience providing high-level support to executive management, senior leadership, elected officials, or a governing board, may be considered in lieu of a bachelor's degree.

Experience in local, state, or federal government, public administration, or an organization with complex governmental, regulatory, or public-facing operations is preferred.

Experience working with elected officials, governing boards, public meetings, agenda preparation, and meeting packets is highly preferred.

Other Requirements:

• Must possess and maintain a valid driver's license.

• Must have a high school diploma or GED certificate

• Must pass a pre-employment drug test.

Supplemental Information

Language Skills: Ability to read, analyze, interpret, and apply complex documents, including laws, regulations, policies, ordinances, contracts, correspondence, reports, agendas, resolutions, and other governmental documents. Ability to prepare clear, concise, accurate, and professional correspondence, memoranda, reports, presentations, meeting materials, and other documents. Ability to communicate effectively and professionally, both verbally and in writing, with the County Manager, Assistant County Manager, County Commissioners, Elected Officials, department directors, County employees, government agencies, vendors, media representatives, and the public. Ability to communicate tactfully and diplomatically in sensitive, confidential, controversial, and politically sensitive situations. Bilingual English/Spanish communication skills are preferred but not required.

Knowledge: Principles and practices of high-level executive and administrative support. Modern office practices, procedures, systems, and equipment. Principles and practices of public administration and local government operations. Organizational structure, functions, services, and programs of County government. The role and responsibilities of elected officials and governing bodies. Principles and practices of public meetings, agenda preparation, meeting coordination, and follow-up. Applicable provisions of the New Mexico Open Meetings Act and Inspection of Public Records Act. Records management, retention, and confidentiality requirements. Business English, grammar, spelling, punctuation, and professional writing. Principles of customer service and professional public relations. Microsoft Office applications and other technology necessary to perform assigned duties. Principles and practices of purchasing, requisitions, purchase orders, invoices, and accounts payable processes. Principles of handling confidential, sensitive, privileged, and politically sensitive information. County policies, procedures, and administrative processes.

Ability: Exercise sound independent judgment, initiative, discretion, diplomacy, and professionalism. Provide high-level executive support to the County Manager, Assistant County Manager, and Board of County Commissioners. Anticipate needs, manage competing priorities, meet deadlines, and work effectively with minimal supervision. Communicate clearly, professionally, and diplomatically with elected officials, County employees, department directors, government agencies, vendors, media, and the general public. Handle confidential, sensitive, privileged, and politically sensitive information with discretion and integrity. Research, organize, analyze, and present information clearly and accurately. Prepare professional correspondence, reports, agendas, meeting materials, presentations, and other documents. Coordinate meetings, special projects, assignments, and County business while ensuring appropriate follow-up. Establish and maintain effective working relationships at all levels of the organization and with external stakeholders. Remain composed and professional when dealing with difficult, controversial, or sensitive situations. Adapt to changing priorities and working outside normal business hours, including evenings and occasional weekends, when required. Effectively use Microsoft Office, County software, and other technology necessary to perform assigned duties.

Physical Demands:

Work is sedentary, typically requiring the employee to sit comfortably to do the work. There may be some walking, standing, bending, carrying light items, or driving an automobile. 

Work Environment:

Work area is adequately lighted, heated, and ventilated, and involves everyday risks or discomforts that require normal safety precautions and safe work practices.