ADMINISTRATIVE ASSISTANT- COMMUNITY WORKS
Company: City of Farmington
Posted on: November 16, 2021
CITY OF FARMINGTON
JOB POSITION #182: Administrative Assistant - Community Works
NUMBER OF VACANCIES: 1
DEPARTMENT: Community Works/Administration
WORK LOCATION: West Annex, 805 Municipal Drive (2nd Floor)
PAY CLASS: I
HIRING RANGE:$17.8636 - $27.7978/hourly
DAYS WORKED: Monday - Friday
HOURS WORKED: 8:00 a.m. - 5:00 p.m.
TYPE OF POSITION: Regular, Full-Time
APPLICATIONS WILL BE RECEIVED: Wednesday, November 10, 2021
PLEASE NOTE: AS PART OF THE HIRING PROCESS, THIS POSITION REQUIRES
COMPUTER LITERACY TESTING TO BE COMPLETED. AFTER YOU HAVE APPLIED,
YOU WILL RECEIVE AN EMAIL FROM TESTGENIUS WITH DIRECTIONS REGARDING
Work under the supervision of the Community Works Director, City
Engineer, and Operations Manager and Environmental
Using excellent customer service skills, establishes and maintains
effective working relationships with other employees, officials and
all members of the general public.
Knowledge of Executime software, payroll rules, regulations and
process -- trained as emergency payroll processing backup.
Tracking and monitoring of division projects, submitting
reimbursement requests in accordance with entity regulations, i.e.,
NMDOT, NMED, NMFA, ARRA, FEMA, & BOR.
Process reimbursement requests for Community Works.
Thorough knowledge of AS400 work order system -- preparation and
distribution of work orders, estimates and requisitions in the
AS400 computer system. Provide support regarding the work order
system to other city departments.
Work order completion, assembly assignment and project
documentation for capitalization to appropriate enterprise
Provide supervision for data entry in the AS400 accounts receivable
system for septic disposal companies including preparation of
invoices, payment receipt and preparation of statements.
Train employees relative to office duties, policies and procedures.
Train employees for AS400 work request and estimate entry
particular to Community Works Department.
Knowledge of Street cut billing procedures and collection, which is
in accordance with the City's Cash Handling Policy
Cellular phone Liaison for the Department.
Provide administrative assistance to director, division supervisors
and staff with procurement and interfaces with Purchasing to ensure
City rules and regulations pertaining to purchases are
Coordinate and schedule meetings and appointments for Director and
Coordinate activities with the department divisions, other
departments and outside agencies as needed.
Assists in the development of notices, flyers, brochures,
newsletters, media releases, news articles and other informational
material about the Community Works Department programs and
Provide a variety of routine and complex clerical, administrative
and technical work in the administration of the department.
Prepare a variety of reports and related information for
decision-making purposes; research, compile and prepare financial
and accounting data for studies, reports and recommendations.
Provide historical and anticipated expense data; entry and
preparation of departments' annual budget.
Assemble background materials and record action items for various
meetings, as required.
Compose, transcribe, type and edit a variety of correspondence,
reports, memoranda, forms, documents and other material requiring
judgment as to content, accuracy and completeness.
Assist public and answer questions related to Community Works and
City of Farmington services. Respond to inquiries from employees,
citizens and others and refer, when necessary, to appropriate
Research historical information, provide to various internal
departments and external agencies.
Prepare drafts of presentations, resolutions, contracts, policies,
etc. as assigned.
Establish and maintain department files, including confidential
personnel, sensitive material and archiving for the Department.
Ensures return of sensitive materials to Human Resources.
Travel Liaison for the Department.
PCard Liaison for the Department.
Process department payroll, including job costing data.
Maintain and ensure confidentiality of information coming in and
leaving the Director's office -- process paperwork of sensitive
nature including resignations, dismissals, evaluations and hire
Process requisitions for a multitude of goods and services, travel
reimbursements, contractual payments and end of year encumbrance
processing for the department.
Schedule routine maintenance of office equipment; assist in
troubleshooting copier, telephone, pc and printer problems.
Order and maintain inventory of office supplies and printed
materials for Community Works.
Receive, stamp and distributes incoming mail and processes outgoing
Attendance at work is an essential function of this position.
May serve on various employee or department committees as required
The duties listed above 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
This position is subject to the City of Farmington's Drug and
Alcohol Free Workplace Policy which includes: pre-employment
testing, post-accident testing, reasonable suspicion testing,
return to duty testing, and follow-up testing.
Extensive background checks required.
High school diploma or GED equivalent. Five (5) years increasingly
responsible work experience or sufficient experience to perform all
the listed duties.
Minimum of three (3) years previous experience with the AS400
computer system and software.
Excellent verbal and written communications skills.
Valid driver's license with acceptable driving record for the past
Ability to maintain confidential, sensitive material. Adept at
working under pressure with frequent interruptions and ability to
change focus immediately.
Ability to successfully organize, work and complete multiple tasks
Skilled at working with angry and uncooperative customers,
diffusing the situation and proposing solutions within
Extensive knowledge of and ability to organize meetings and to take
and produce accurate minutes.
Thorough knowledge of computer based work software programs such as
Microsoft Word, Excel, Access, and Publisher.
Ability to perform mathematical computations quickly and
accurately; previous bookkeeping experience is desired but not
Ability to operate the tools and equipment listed below.
TOOLS AND EQUIPMENT USED:
Personal computer including frequently used software programs,
typewriter, 10 key calculator, copy machine, telephone, fax machine
and dictating equipment. Familiarity with and the ability to learn
and become proficient with the AS400 computer system and software
The physical demand described here are representative of those that
must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential
While performing the duties of this job, the employee is frequently
required to sit and talk or hear. The employee is occasionally
required to walk; use hands to finger, handle, or feel objects,
tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision
and the ability to adjust focus.
The work environment characteristics described here are
representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
The work environment is a normal office setting. The noise level in
the work environment is usually quiet.
AN EQUAL OPPORTUNITY EMPLOYER M/F/D/V
Keywords: City of Farmington, Farmington , ADMINISTRATIVE ASSISTANT- COMMUNITY WORKS, Administration, Clerical , Farmington, New Mexico
Didn't find what you're looking for? Search again!