Special Projects Administrative Assistant2026-13

The City of Bloomfield is seeking a highly organized and detail-oriented Administrative Assistant – Special Projects to provide advanced administrative, clerical, and technical support to the Projects Coordinator and City executive and administrative offices. This position plays a key role in coordinating public works projects, grant-related activities, and confidential administrative functions that support City operations.

Key responsibilities include, but are not limited to:

• Assist in researching and identifying available government and private funding opportunities.
• Maintain knowledge of local, state, and federal grant protocols and submission requirements.
• Assist with generating revenue for City programs through well-written and fully documented grant proposals.
• Prepare required supporting documentation for grant submissions and funding solicitations.
• Assist with grant reporting to City officials and funding agencies; maintain grant and funding calendars.
• Maintain communication with funding agencies and executive staff regarding grant progress.
• Serve as a liaison between the City of Bloomfield and funding organizations.
• Provide administrative and project support to the Public Works Projects Coordinator.
• Perform complex administrative support activities, including correspondence, memos, reports, and executive communications.
• Schedule and coordinate meetings, appointments, travel, and public works meetings.
• Attend meetings as assigned and accurately record meeting minutes.
• Screen telephone calls, manage communications, and maintain administrative schedules.
• Prepare purchase orders, paving invoices, agreements, and related documentation.
• Cross-train and provide coverage for Customer Service Representative duties as needed.
• Update and maintain Special Projects website pages.
• Assist with meeting preparation, web updates, and general office operations.
• Deputy Clerk Duties: May act as Deputy City Clerk when needed, assisting with records management, elections, and City Council documentation.
• Perform related duties as assigned.

Education & Experience

• High school diploma or GED required.
• One (1) year of specialized training in office practices, PC operation, and software applications.
• Three (3) years of responsible administrative experience related to the duties listed; experience at the executive assistant level preferred.
• Equivalent combinations of education and experience will be considered.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Word, Excel, PowerPoint, and basic website maintenance.
• Knowledge of modern office practices, grammar, spelling, and document composition.
• Ability to maintain strict confidentiality.
• Strong written and verbal communication skills.
• Ability to work independently, meet deadlines, and manage multiple priorities.
• Skill in operating standard office equipment (phones, computers, copiers, fax machines, etc.).
• Basic understanding of public relations and customer service.
• Some knowledge of local government administration, records retention, and GRAMA preferred.

• Extensive background check required.
• Subject to the City of Bloomfield Drug and Alcohol-Free Workplace Program, including pre-employment, random, and post-incident testing.
• Valid New Mexico driver's license with acceptable driving record for the past three (3) years.
• May be required to become a Notary Public.

• Office-based position with climate-controlled conditions.
• Requires frequent sitting, standing, walking, reaching, talking, hearing, and seeing.
• Requires attention to detail, confidentiality, emotional stability, and problem-solving skills.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.