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ADMINISTRATIVE ASSISTANT- COMMUNITY WORKS

Company: City of Farmington
Location: Farmington
Posted on: November 16, 2021

Job Description:

JOB OPENING
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 TESTING.
JOB DUTIES

ESSENTIAL DUTIES:
Work under the supervision of the Community Works Director, City Engineer, and Operations Manager and Environmental Administrator.
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 account.
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 followed.
Coordinate and schedule meetings and appointments for Director and division staff.
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 services.
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 persons.
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 memoranda.
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 mail.
Attendance at work is an essential function of this position.
NON-ESSENTIAL DUTIES:
May serve on various employee or department committees as required and assigned.
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 the position.

QUALIFICATIONS
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 three years.
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 simultaneously.
Skilled at working with angry and uncooperative customers, diffusing the situation and proposing solutions within guidelines.
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 required;
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 system.
PHYSICAL DEMANDS:
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 functions.
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.
WORK ENVIRONMENT:
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 essential functions.
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

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