Secretary II- Electrical Engineering

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #108: Secretary II- Electrical Engineering

NUMBER OF VACANCIES: 1

DEPARTMENT: Electric Utility / Engineering

PAY CLASS: F

SALARY RANGE: $14.7231 - $22.9241/ Hour

WORK LOCATION: MOC

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday-Friday

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

APPLICATIONS WILL BE RECEIVED THROUGH: Friday, July 2, 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, secretarial and administrative tasks to keep official records, to provide office support for the Electrical Engineering staff, and to assist in the administration of the standard operating policies and procedures of the Electrical Engineering division.

Works under the supervision of Electric Engineering Estimator Superintendent. This position is not responsible for any supervisory duties.

Politely receives the public in person or on the telephone and directs their questions and issues appropriately. Responds to inquiries from employees, customers and others, and refers, when necessary, to appropriate persons.

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

Using engineering plotter/scanner, scans and copies engineering drawings, maps or survey plats as required.

Maintains files and folders for subdivision plats. Makes file folder labels.

Receives and distributes incoming and interoffice mail. On occasion assists with preparing special mailings such as Fedex letters, tubes, certified mail and updating certified mail log.

May assist in distributing payroll checks. Posts new job postings and archives expired job postings.

Orders and maintains inventory of office and first aid kit supplies to include ordering business cards when requested. Enters Warehouse orders to keep Copy Room and Breakroom supplies on hand. Monitors and keeps on hand adequate copier toner. Works with vendor for maintenance and schedules troubleshooting calls for any issues with leased copiers.

Oversees notary renewals for the Electrical Engineering Staff.

Provides support in the preparation of letters, memorandums, email correspondence, updating spreadsheets, prepares simple tables, and other clerical support as needed.

Keeps Substation/Switching Station address list updated and distributes as changes are made.

Assists in performing routine purchasing duties including processing routine field purchase orders, and requisitions. Assists in processing capital account requests and invoices as needed.

Responsible for the preparation of private easements for individuals to sign in their appropriate representative capacity, such as Trustee, Corporation, LLC, etc. Verify easement is signed, correctly notarized, electronically scanned, and filed. Checks and proofreads legal descriptions and insures timely recording. Track status of recorded easements and updates private easement log.

Uses the City's scanning software to scan completed private easements as an attachment to the work order.

Acts as custodian of divisional filing system, right-of-way files, general correspondence; controls these records using moderate independent judgment.

Responsible for compiling, monitoring, filing and record retention of New Mexico Highway Crossing/Parallel Permits (NMDOT) for the Engineering Division.

Maintains vehicle listing and acts as a liaison between Vehicle Maintenance Dept. and the Engineering Division to see that preventive maintenance and other work completed on vehicles is correctly reported. Responsible for retaining spare vehicle keys, driving schedule of spare vehicles, and insuring current insurance cards are placed in vehicles.

Oversees spare vehicle fleet and checks out spares as needed. Calendars and tracks usage of spare vehicles. Receives, distributes and electronically files vehicle maintenance reports.

Updates table of uniform costs, laundry costs, and other expenses as requested for budgetary purposes.

Provide back-up support to the Engineering Assistant with grant rights-of-way files including submitting applications, preparing correspondence, and assisting with yearly rental billing.

Submits contractor weekly timesheets to outside employment agency for processing.

Provide back-up support to the Engineering Assistant with payroll time sheet processing and entering timesheet adjustments. Specific timesheet training is required and will be provided by the City utilizing the City's payroll software and guidance in processes and payroll procedures.

Provide support to the Engineering Assistant during periods of heavy workload or with special projects as needed. This may include assistance with meeting agendas, notes and preparation of minutes.

Coordinates MOC Library reservations for City personnel. Assist with multimedia. Coordinates other meeting room reservations as may be required.

Assists all other departmental staff as needed for specialized projects of similar difficulty as listed above and assigned by the Electrical Engineering Estimator Superintendent.

Extensive background check required.

Attendance at the MOC 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

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.

Valid New Mexico driver's license with acceptable driving record for the past three years.

Graduation from high school or GED equivalent.

Experience in or specialized course work in general office practices and procedures.

Ability to type 60 wpm or at a rate sufficient to perform duties of job.

Working knowledge of personal computers and software packages, including specific knowledge of MS Word, MS Excel, ability to learn MS Smartsheets.

Experienced at Data entry.

Notary status is desirable, but not required.

Ability to communicate effectively verbally and in writing.

Ability to follow verbal and or written instructions.

Ability to work under stress and handle stressful situations in a busy office setting.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Ability to maintain confidential, sensitive material.

Ability to meet goals and 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:

Personal computer including email, Internet, word processing, spread sheeting, electronic file storage, exchange, and transfer. Also machines used include City vehicles likes pick-ups, SUV's, pool cars, typewriter, calculator, copy machines, telephones, fax machines, electronic scanners, engineering plotter/scanner, 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 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; walk; talk or hear; use hand to operate tools or controls; and reach with hands and arms. The employee is occasionally required to walk or stand.

The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance 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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