Administrative Operations Manager ASCMV

Job Title : Administrative Manager

Employer : City of Las Cruces

Salary : $63,508.64 - $91,102.96 Annually

Location : Las Cruces, NM

Job Type : Full-time Regular

Job Number : 7011 07-25 DM

Department : Animal Services Center of the Mesilla Valley

Opening Date : 07 / 30 / 2025

Closing Date : Continuous

Nature of Work

Performs highly responsible office management and administrative functions for the Executive Director; functions include administrative management of sensitive data and confidential issues, and supervision of assigned staff.

Environmental Factors : Animal shelter environment; exposure to a variety of domestic and wild animals and noise, may be exposed to hostile or abusive members of the public.

Physical Factors : Light physical demands; Frequent to constant use of a personal computer.

Work Situation Factors : Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, working weekends, nights, holidays and responding to customer issues, including distraught and / or upset patrons. Position is subject to drug testing in accordance with State and Federal regulations and applicable Animal Services Center of the Mesilla Valley policies.

First Consideration May Be Given To Current ASCMV And / Or City of Las Cruces Employees Who Meet The Minimum Requirements.

Meeting or Exceeding the Minimum Qualifications Does Not Guarantee an Invitation to Participate in the Process.

Full-Time; Regular; Exempt Position. This position is graded at XE21

Duties and Responsibilities

Oversees the daily administrative operations of the Animal Services Center of the Mesilla Valley (ASCMV) in order to ensure effective administrative and customer service support; assures that action items are properly processed, managed and resolved; develops and recommends standard procedures and systems to promote increased operational efficiencies.

Assures ASCMV security system is operational; assigns and maintains access to facilities to employees and other law enforcement agencies as necessary.

Communicates, applies and enforces rules, procedures and policies; answers questions where judgment, knowledge and interpretation of policies, procedures and regulations are necessary; acts as liaison between employees, other agencies, and Director; identifies and resolves problems.

Anticipates and ensures preparation of materials by staff needed by the Executive Director for correspondence, distribution, appointments, meetings, conferences, etc.; composes, creates, edits and processes complex and confidential correspondence, technical documents, information packets and other communications; proofreads all material and correspondence by staff to ensure accuracy of content and grammar prior to release or distribution; identifies and resolves customer's needs. Ensures the verification and accuracy of time reporting records of staff; ensures that records are processed by staff and submitted to Payroll according to established deadlines.

Updates and tracks a variety of files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring staff compliance to established policies and procedures; assures the accuracy of the electronic and paper filing systems; manages database and assures the accuracy of information.

Maintains calendars, schedules and prepares for various meetings and appointments; Ensures staff schedules travel arrangements for Director, which includes ensuring adequate funds are available, preparing conference / training registrations; scheduling hotel accommodations, flight and shuttle arrangements, and car rentals.

Coordinates, tracks and maintains records regarding attendance and requirements for training of staff; coordinates office activities, prioritizes and develops schedules in order to meet critical deadlines; participates in the selection of administrative / customer service staff; assures that proper paperwork is completed and processed for new employees; provides or coordinates staff training; works with employees to correct deficiencies; initiates or implement disciplinary procedures; evaluates employee performance.

Receives invoices and statements, and ensures staff prepares vouchers, purchase orders, etc. to submit to Finance for payment; submits work orders for processing according to established policies; may reconcile accounts; may assist in annual budget development by tracking, compiling, collecting, and analyzing data on costs and expenditures; files and maintains related documentation; Ensures staff orders and maintains office supply inventories.

Minimum Qualifications

Bachelor's Degree in Business Administration, Accounting, Finance or related field AND four (4) years' experience in fiscal, administrative, or management operations; INCLUDING two (2) years' direct supervisory or technical lead experience in an administrative capacity. A combination of education, experience, and training may be applied in accordance with Animal Services Center of the Mesilla Valley policy. Licenses / Certifications : Valid driver's license is required. Position requires an acceptable driving record in accordance with Animal Services Center of the Mesilla Valley policies. Bilingual skills (English / Spanish) are desirable. Additional technical certifications and training may be required for some incumbents in this job class.

Knowledge, Skills, and Abilities

Considerable knowledge of : All aspects of executive-level administrative responsibilities; current legislative, political, and economic trends in governmental activities; principles and practices of effective supervision of assigned personnel; office administration processes and procedures; methods and standards for preparing business correspondence; business English, spelling and grammar; fundamental principles of accounting and budgeting; Federal, state, and ASCMV regulations related to the function of the department; basic and specialized computer applications involving word processing, data entry and report generation; records management principles and record keeping practices; principles and practices of effective customer service; ASCMV organization, operations, policies and procedures. Ability to : Coordinate a variety of administrative functions; assess and prioritize multiple tasks, projects and demands; supervise assigned personnel; communicate effectively in verbal and written forms; establish and maintain effective working relationships with subordinates, co-workers, general public, elected officials, special interest groups, advocates, and representatives from other regional, state and other agencies; maintain a high level of confidentiality and discretion. Skills in : Using initiative and independent judgment within established procedural guidelines; handling people tactfully and courteously, and answering questions within the scope of authority and confidentiality; working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities; reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, and administrative orders; collecting data, analyzing information, and making logical conclusions based on facts; interpreting a variety of technical instructions and program requirements; preparing and writing reports and business correspondence; meeting critical time deadlines; searching and maintaining records and computer files. Demonstrated computer skills in working with word processing, spreadsheet and email software.