Administrative Assistant- Field Operations

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #61: Administrative Assistant Field Operations

NUMBER OF VACANCIES: 1

DEPARTMENT: Electric Utility / T&D

PAY CLASS: I Non-Exempt

SALARY RANGE: $17.61 - $27.41 / Hourly

WORK LOCATION: MOC

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday thru Friday

HOURS WORKED: 8:00 a.m. to 5:00 p.m.

APPLICATIONS WILL BE RECEIVED THROUGH: April 9, 2021

Resumes submitted without a City of Farmington application will not be considered in our job selection process.

JOB DUTIES

ESSENTIAL DUTIES:

Performs a variety of routine and complex clerical, administrative, and technical work in the administration of the Field Operations.

Works under the close supervision of the Field Operations Manager.

Through research into historical and anticipated expenses, assists in the preparation of all Field Operations annual budgets.

Assembles background material, prepares agendas, and records action items for and from various meetings.

Responsible for maintaining and updating official records for the NM Department of Workforce Solutions Apprenticeship Program.

Coordinates and processes all travel requirements for the Field Operations Division.

Responsible for accuracy of payroll for the Field Operations by collecting time sheets, reviewing time submitted, and inputting hours into the City's mainframe computer.

Composes, types, and edits a variety of correspondence, reports, memoranda, graphic data, and other material requiring judgment as to content, accuracy, and completeness.

Processes requisitions for a multitude of goods and services, travel reimbursements and contractual payments for electricity purchases and forwards to Accounts Payable for payment.

Assists department managers with procurement and interfaces with Purchasing to ensure City rules and regulations are followed. Understands and can interpret purchasing rules and the State procurement code.

Coordinates with laundry service personnel for accuracy of uniforms and billing.

Prepares any Field Operations related billing; coordinates this billing with customers, Risk Management, Electric Engineering and any other appropriate entities; responsible for the accuracy of the billing prepared by the transmission and distribution division.

Receives and distributes incoming mail and processes all outgoing mail.

Answers in-coming calls and routes callers or provides information as required.

Operates radios, as needed, and assists in radio communications; operates base radio as required. Assists on the radio to employees and customers as needed.

Responds to inquiries from employees and refers, when necessary, to appropriate personnel.

Establishes, maintains, and acts as custodian of divisional filing system (i.e. personnel files, transformer inventory file, general correspondence; controls these records using discretion and moderate independent judgment).

Maintains inventories and orders office supplies and materials.

Maintains departmental personnel records.

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.

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.

Extensive background checks required.

High school diploma or equivalent and five (5) years of increasingly responsible work experience in providing customer service and/or electric utility billing environment, or sufficient experience to perform all the listed duties.

Excellent verbal and written communications skills.

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.

Ability to successfully operate two-way radio and adhere to all F.C.C. regulations governing radio usage.

Extensive knowledge of and ability to organize meetings and to take and produce accurate minutes.

Extensive knowledge of and proficiency in computer based work processing systems such as Word and Word Perfect.

Extensive knowledge of and proficiency in computer based spreadsheets such as Excel, Lotus, and Quattro Pro.

Extensive knowledge of and proficiency in computer based graphics such as Power Point and ability to create presentations using computer graphics.

Extensive knowledge of and proficiency in office equipment to include, but not be limited to, scanners, facsimile machines, copiers and telecommunications equipment.

Ability to read, understand, interpret, and explain complex electric rate schedules and electric rules and regulation to customers.

Ability to establish and maintain good working relationships with customers, co-workers, supervisors, and city officials.

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 ability to learn and become proficient with the AS400 computer system and the City's HTE software system.

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 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.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V

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