Administrative Assistant

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #178: ADMINISTRATIVE ASSISTANT

NUMBER OF VACANCIES: 1

DEPARTMENT/DIVISION: Public Works/Planning

WORK LOCATION: Annex, 2nd Floor

HIRING RANGE: $17.6170 to $26.8764/Hour

PAY GRADE:  I Non-Exempt

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday-Friday

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

APPLICATIONS WILL BE RECEIVED UNTIL: Monday, November 4, 2019

JOB DUTIES

All applications must be completed online.  Part of the application process will include computer literacy testing.  An EMAIL will be sent out regarding instructions for completing testing.

Please check your email regularly for any job related updates.

ESSENTIAL DUTIES:

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

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

Performs a variety of routine and complex clerical, administrative and technical work in the administration of the Planning 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, services, budget, equipment, etc.

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

Provides support for public meetings, including setting up the meeting room, taking and preparing minutes, and preparing legal notices, agendas, reports, sign-in lists, postcards, brochures, and print ads.

Oversees the office operations of the division, including preparing meeting packets for various boards and commissions. Ensures critical deadlines are met by the division.

Develops and maintains office forms and procedures, and assists with administrative tasks involving budgeting, equipment, and facilities.

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

Receives payments for permits, fees, and applications from customers.

Provides research into historical and anticipated expenses, assists in the preparation and tracking of the department's annual budget.

Processes payroll by reviewing timesheets for accuracy, totaling and entering the information into the City's payroll system.

Processes and tracks requisitions for a multitude of goods and services, travel reimbursements, and contractual payments for all of the divisions in the department, and forwards them to Accounts Payable for payment.

Processes end of year encumbrances for the division.

Coordinates and processes travel requests, registrations, and professional memberships for the division.

Provides liaison duties for Planning Division for the City's P-Card program. Responsible for the reconciliation of the P-Card monthly statements and tracking of purchases made by the division's personnel.

Assists department staff with procurement and interfaces with Purchasing to ensure City rules and regulations pertaining to purchases are followed.

Assists the City's Community Development Block Grant Program in ensuring that current project files are kept up-to-date, contracts are properly monitored, and ensuring invoices and progress reports are adequate.

Receives, stamps, and distributes incoming mail, and processes all outgoing mail.

Provides notary services for the department.

Records plats and other documents for the department at the County Clerk's Office.

Attendance at work, including attending day and evening public meetings, is an essential function of this position.

Maintains and ensures the confidentiality of information coming in and leaving the department.

Archives files and records for various divisions in the division into Filebound software.

Performs other job-related duties as assigned.

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

Reports directly to the Planning Manager.

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 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 and five (5) years of increasingly responsible work experience or sufficient experience to perform all the listed duties. Graduation from an Associate's program highly desirable.

Must possess and maintain a valid New Mexico driver's license with acceptable driving record for past three years.

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 and complete multiple tasks simultaneously.

Capable of being proactive and effective in his/her work habits, consistently exhibiting sound judgment, and be an energetic self-starter.

Skilled at diplomacy in working with customers, the general public, and with fellow employees.

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

Ability to update websites.

Ability to follow written and oral instructions, be proficient in time management and organizational skills, and be diplomatic at all times.

Thorough knowledge of computer-based work software programs, such as Microsoft Word, Excel, Access, Publisher, and Adobe Acrobat

Familiarity with Naviline and Filebound software and the AS400 computer system is preferred

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, scanner, printers; binding machine, telephone, fax machine, and dictating equipment.

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/V/D.

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