Senior Office Manager

Senior Office Manager

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Senior Office Manager

Salary

$49,502.75 - $70,093.92 Annually

Location

Las Cruces, NM

Job Type

Full-time Regular

Job Number

D066 05-25 DM

Department

Parks and Recreation

Opening Date

05/22/2025

Closing Date

6/23/2025 11:59 PM Mountain

Description

Benefits

Questions

Nature of Work

Manages the overall functions of an executive-level department and supervises assigned administrative support staff to ensure efficient office operations within the designated department.

Work Situation Factors

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues; may be assigned to a non-traditional work schedule based on operational need. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policy.

Physical Factors

Light physical demands; frequent to constant use of a personal computer; some lifting and carrying of files and reports; occasional lifting of moderately heavy objects (up to 30 pounds). essential and marginal functions may require sitting for prolonged periods.

Environmental Factors

80% of the day is spent at a desk, 5% is spent standing and 5-10% is spent moving to various locations within the facility; lifting and carrying up to 10 pounds; frequent handling of files and reports.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET ALL THE MINIMUM REQUIREMENTS.

Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.

This posting will be used to fill a vacancy in theParks and RecreationDepartment. The posting may also be utilized to fill other Senior Office Manager vacancies in various City Departments to include full time, part-time, and/or contract.

Position is graded RX15.

Full-Time; Regular; Exempt

Duties and Responsibilities

Manages the overall administrative support functions and services for an assigned department; provides administrative management of sensitive and confidential issues; assures that action items are properly processed, managed and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions; interprets, communicates and applies rules, procedures and policies; answers questions where judgment, knowledge and interpretation of City policies, procedures and regulations are necessary.

Manages staff through proper delegation and work supervision to provide appropriate levels of service and resources; coordinates and manages various special and recurring projects, monitors work, evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives; ensures adherence to established policies and procedures to remain in compliance with local, state, and federal regulations.

Anticipates and prepares material needed for correspondence, appointments, meetings, conferences, etc.; composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the City; creates, edits, prepares and processes complex and confidential correspondence, memoranda, letters, legal and technical reports, information packets, and other communications.

Maintains and coordinates calendars; coordinates and schedules appointments and meetings with City staff, elected officials, constituents, federal, state, county, officials and private and public entities; prioritizes and resolves complex meeting schedules; coordinates meeting rooms and resources; makes travel arrangements; builds effective working relationships with elected officials, various boards, City leaders, and other City staff.

Solicits agenda items and prepares meeting agendas, action item lists and presentation materials; records and transcribes meeting minutes; prepares summaries for distribution; conducts and coordinates assigned projects and research studies; identifies and resolves problems; serves as liaison and responds to complaints and inquiries from staff at all levels of the City organization, outside agencies, and the public to provide timely and appropriate customer service.

Collects and analyzes data to prepare and present various special and recurring reports to provide accurate and timely information related to assigned functions and duties; develops and presents information in clear and easily used formats; maintains regulatory compliance by keeping current on industry trends, regulations, and issues; identifies areas of concern for management for review and potential action.

Manages and monitors financial activities of assigned budgets to ensure compliance and meet performance targets and goals; oversees procurement activities for supplies, services, equipment, and other items to assure activities comply with established policies and processes.

Reviews, maintains, and updates records in various formats, mediums, and automated systems to ensure data integrity and adherence to internal controls, practices, and policies; evaluates programs, services, and activities to ensure customer and staff needs are met; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless services.

Responds to and resolves various complaints, issues, inquiries, and problems as authorized and in accordance with established policies and procedures.

Provides oversight of payroll processing and status updates to ensure accuracy, accountability and proper documentation.

Minimum Qualifications

Equivalent to an Associate Degree in Business Technology, Pre-Business, or related field PLUS five years advanced administrative support experience required. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certifications:

Valid driver's license is preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policy. Bilingual skills (English/Spanish) may be preferred.

Knowledge, Skills, and Abilities

Extensive knowledge of: Current office management practices and procedures; records management, office management practices and procedures; principles of English usage, spelling, grammar, proofreading and editing; modern office equipment, basic and specialized personal computer applications involving word processing, spreadsheet applications, data management, and electronic presentations; principles and practices of effective customer service; principles and practices of effective employee supervision; City organization, operations, policies and procedures.

Ability to: Acquire in depth knowledge of department processes, policies, and procedures; effectively, firmly and impartially direct the activities of staff and complete duties with minimal supervision in accordance with department goals and objectives; maintain courteous and respectful working relationships with City employees and the public; communicate effectively orally and in writing; respond appropriately to public inquiries and present a positive public image; accurately generate documents at a rate sufficient to perform essential job functions.

Skills in: Demonstrating sound and independent judgment in resolving problems and transferring knowledge to unique situations; using courtesy and respect in providing customer service to internal and external customers; reading, understanding and applying rules and regulations, and City policies and procedures; resolving customer service issues with tact and diplomacy and according to policies and procedures; making arithmetic calculations quickly and accurately.

To view a summary of benefits offered by the City of Las Cruces,

Benefits - Home (

01

Are you a current City of Las Cruces employee? (If you fail to include this information under the work experience section of your application, you may be disqualified from the process).

Yes

No

02

Do you have, at a minimum, the equivalent to an Associate Degree in Business Technology, Pre-Business, or related field? (If you fail to include this information under the education section of your application, you may be disqualified from the process.)

Yes

No

03

I understand and accept that if my response is "YES" to the question above, I agree to provide proof of the required degree and/or transcript (official or unofficial) if recommended for the position.

Yes

No

04

Do you have, at a minimum, at least five (5) years advanced administrative support experience? (If you fail to include this information under the work experience of your application, you may be disqualified from the process.)

Yes

No

05

A valid Driver's License is preferred. Do you have a valid Driver's License?

Yes

No

06

If you answered "yes" to the previous question above, please indicate the type of license, license number, expiration date, any restrictions or endorsements, and the state that issued the license. If none, type N/A.

07

Although not required, bilingual skills in English/Spanish are desirable. Do you meet this preference?

Yes

No

Required Question

Employer

City of Las Cruces

Address

P.O. Box 20000Las Cruces, New Mexico, 88004

Phone

575--528-3100

Website

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