JOB OPENING

CITY OF FARMINGTON

JOB POSTING #153: Administrative Assistant - PRCA

NUMBER OF VACANCIES: 1

DEPARTMENT: PRCA

WORK LOCATION: PRCA/Administration

PAY CLASS: I

HIRING RANGE: $18.9497 to $29.4879/hour

DAYS WORKED: VARIES

HOURS WORKED: VARIES

TYPE OF POSITION: REGULAR, FULL-TIME

APPLICATIONS WILL BE RECEIVED UNTIL: UNTIL FILLED

JOB DUTIES

ESSENTIAL DUTIES:

Performs a variety of administrative, technical, and professional work in providing information, assistance, and/or reports to the public, City Departments, and State and Federal agencies.

Works under the general supervision of the Director of Parks, Recreation & Cultural Affairs.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Trains new employees relative to front office duties, policies, and procedures. Delegates work to seasonal office staff. Coordinates schedules for vacation, business meetings, and travel in order to ensure adequate coverage for the front office.

Schedules training for PRCA employees and monitors attendance. Serves as departmental contact for community service workers; maintains records and reporting requirements to ordering entity.

Performs a variety of clerical, secretarial, and administrative work in keeping official records, and providing administrative support to the PRCA administrative staff.

Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Maintains department files, including confidential and sensitive material, archiving, and accreditation.

Coordinates the development and distribution of information regarding programs, services, activities, issues, policies and procedures of the PRCA Department.

Serves as liaison between department director and division heads. Process paperwork including resignations, dismissals, evaluations and hire memoranda. Processes timesheets; responsible for the data entry of payroll for the administrative division of the department; coordinates payroll responsibilities of other divisions within the department.

Writes, reviews, edits and evaluates written publications of the department, including flyers, PSA's and notices, and makes recommendations and changes. Key employee in development and compilation of the departmental websites and other publications in conjunction with the marketing division.

Prepares a variety of studies, reports and related information for decision-making purposes; conducts research, analysis, and prepares recommendations regarding proposals for programs, grants, and services. Responsible for several monthly reports as well as quarterly reports.

Attends scheduled meetings and take minutes, including Parks, Recreation, and Cultural Affairs Advisory Commission, the Animal Services Advisory Commission, the Diversity, Equity, Inclusion Advisory Group, and other foundations and supportive groups related to the PRCA department.

Prepares and maintains department calendars.

Prepares and processes orders for department supplies, purchase requisitions, FPO's, Pcard invoices, and travel requests.

Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.

Answers and operates central telephone system; routes callers or provides information as required.

Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers when necessary, to appropriate persons.

Receives and distributes incoming mail.

Schedules appointments and performs other administrative and clerical duties.

Assists with special events as needed, including but not limited to, as, Road Apply Rally, Connie Mack World Series, Boo-Palooza, Sandstone Productions, Senior Olympics, Senior Center holiday dinners, Freedom Days, and Four Corners Balloon Rally.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:

Serves as a member of various employee committees, as 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's Drug and Alcohol Free Workplace Program. This includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

Graduation from a college or university with an associate's degree in public administration, business management, or a closely related field, and three (3) years of related experience; or any equivalent combination of education and progressively responsible experience.

Working knowledge of personal computers, software and configurations, including specific knowledge of Word and Excel.

Valid driver's license with acceptable driving record for the past three years or state of current residency.

Notary Public commission preferred, but not required.

Proficient typing skills are expected at a rate sufficient to perform duties of job.

Comprehensive knowledge of general office practices and procedures, with proficient spelling and grammatical skills.

Knowledge of basic bookkeeping practices and procedures.

Knowledge of records management filing systems.

Advanced public relation and customer service skills needed to assist the public. Knowledge of media sources and regulations regarding advertising and media announcements.

Ability to accurately record and maintain records.

Ability to effectively meet and deal with the public.

Ability to maintain confidential, sensitive material.

Ability to communicate effectively verbally and in writing.

Ability to work well under pressure and in stressful situations.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel, and the public.

Ability to operate tools and equipment listed.

Extensive background checks required.

This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.

TOOLS AND EQUIPMENT USED:

Personal computer including MS Word, Excel, and graphics software;, calculator, typewriter, copy and fax machine, phone, and automobile.

PHYSICAL DEMANDS:

The physical demands 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 walk, sit and talk or hear. The employee is frequently required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

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 noise level in the work environment is generally quiet.

AN EQUAL OPPORTUNITY EMPLOYER M/F/D/V