INTRA-CITY - Administrative Aide

(INTRA-CITY)

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #147: ADMINISTRATIVE AIDE   

NUMBER OF VACANCIES:   1

DEPARTMENT:  Police

WORK LOCATION:  Police Department

HIRING RANGE:  $14.9322-$18.3666/Hour                                   

PAY GRADE: G

DAYS WORKED:   Monday - Friday

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

TYPE OF POSITION: Regular/Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH:  Friday, September 02, 2016

JOB DUTIES

ESSENTIAL DUTIES:

Performs a variety of routine and complex clerical, secretarial and administrative duties in keeping official records, providing administrative support to the police command staff, and assisting in the administration of the standard operating policies and procedures of the Police Department.

Works under the close supervision of the Police Chief, Deputy Chief and Administrative Captains.

Assists with work tasks and may schedule other police administrative secretaries and train co-workers in all functions and responsibilities of the administrative office.

Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and bookkeeping.

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

Answers in-coming calls and 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.

Performs as travel coordinator for command staff, officers and civilian personnel.  Processes all travel estimates/actuals.

Responsible for department procurement cards, to include inputting proper account codes for all transactions and reconciling statements.  Works closely with Purchasing/Finance in reconciliation of P-card statements.

Assists with entry of all payroll time sheets, balancing the hours and assuring accuracy of the payroll at all departmental levels.  Compiles audit information for numerous grants.

Assists in the procurement of department materials and supplies.

Responsible for maintaining copier machines, reporting copy meter readings and phoning in maintenance requests as needed.

Responsible for all work orders within the department.

Supports the Training Division with tracking of state-mandated 40 hours of CLE for certified officers.

Receives and distributes incoming mail, processes outgoing mail.

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

Inputs data to standard federal, state, city and department forms; makes simple postings to various reports, such as quarterly and annual reports and tabulated data.

Plans intra-department meetings, conferences and training sessions.

Prepares records such as notices, minutes, and resolutions.

May be required to transcribe sensitive and confidential materials.

Acts as custodian of departmental documents and records.

Establishes and maintains filing systems, control records and indexes using moderate independent judgment.

Maintains inventories and orders office supplies and materials, maintains departmental personnel records.

Schedules appointments, and performs other administrative and clerical duties.

Enters Field Purchase Orders for payment for travel or training related invoices, or as needed by the department, and provides all backup documentation to the Finance Department.

Maintains employee bulletin board postings for memos from Human Resources and other City Departments as needed.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:

May serve on various employee 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

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.

Extensive background checks required.

Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

Ability to maintain extreme confidentiality concerning all affairs of the Police Department, City and other sensitive information obtained or received.

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

Ability to effectively meet and deal with the public.

Ability to communicate effectively verbally and in writing and follow verbal and or written instructions.

Ability to work under stress and handle stressful situations.

Ability to meet deadlines.

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

Ability to operate tools and equipment listed.

TOOLS AND EQUIPMENT USED:

Skill in operation of mainframe computer terminal (A/S 400); personal computer including word processing and spreadsheeting software, specifically Microsoft Office Products; copy machine; fax machine; calculator.

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 the 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 noise level in the work environment is quiet.  Work is performed in a normal office setting.

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

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