Village of Ruidoso is hiring: Administrative Assistant in Ruidoso

CLASSIFICATION SUMMARY

Under general supervision, performs a wide variety of duties for the Ruidoso Police Department such as, but not limited to; this position entails specific tasks that are technical in nature and requires the ability to work with others to accomplish department goals and objectives. This position is responsible for answering the main phone, assisting customers, conducting payroll, maintaining equipment, and any other assignments given for the Ruidoso Police Department. Regular work hours are Monday – Friday 7 am to 4 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by the Chief of Police. This position is FLSA Non-exempt.

JOB TITLE SUMMARY

This position reports directly to the Chief of Police. The Administrative Assistant provides a wide variety of office support including booking, customer relations, and secretarial duties. Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

ESSENTIAL JOB FUNCTIONS

The essential functions or duties listed below 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.

• Provides administrative assistance and secretarial support to the Chief of Police.
• Drafts and/or type’s letters, memoranda, agreements, agenda memos, legal notices, and other correspondence for the Chief of Police.
• Attends meetings, takes notes and provides minutes for the Chief of Police.
• Prepares and files reports as required with federal, state, county and local offices and authorities, such as annual Law Enforcement Protection Fund Application.
• Is responsible for the organization, administration and operation of Federal and State Grants.
• Prepares grant applications, submits financial reports, grant payment requests and maintains grant records. Researches and identifies sources for new grants and other funding sources for the Police Department.
• Coordinates maintenance and repairs on building, phone system, security system, closed circuit cameras, battery backup systems and generators.
• Assists with preparation of Police Department annual budgets. Maintains budget line items and confirms all purchases are within limitations. Prepares budget Change Requests and transfers funds. Researches and prepares mid-year budget re-estimate. Prepares fiscal year-end Carry Forward Requests. Prepares annual ICIP Request and annual Capital Outlay Requests.
• Provides and researches special event hours and overtime to provide to Lodgers Tax Committee for reimbursement.
• Responsible for overall coordination of purchasing goods and services for the department, in accordance with both state and local laws. Prepares Bid Specifications and evaluates bids. Facilitates capital outlay purchases for department.
• Performs a wide variety of clerical support duties, which may include but not limited to typing, transcribing, filing, making copies, screening telephone calls, creating forms, sending letters, preparing documents, notices, scheduling appointments, transcribing minutes at various meetings, running errands, handling petty cash, and assists department with paperwork.
• Maintains manual and computer records for department programs, contracts, vehicle maintenance records, policies and procedures. Tracks and maintains some 30 plus Department vehicles for maintenance and repairs.
• Performs routine bookkeeping.
• Answers phone, serves as a receptionist, and provides departmental information to outside agencies and general public.
• Prepares purchase requisitions, elicits price quotes, acquires appropriate signatures, monitors purchase orders, receipts of goods and/or services. Codes all invoices and monitors charges to department’s budget.
• Works as Tyler delegate adjusting time and payroll within Village guidelines and provides payroll reports to Human Resources Department.
• Tracks and keeps current all contracts and agreements with the Department.
• Makes sure all Department purchases are within Village procurement and purchasing policies and procedures.
• Completes and submits Personal Action Notices
• Enters agenda items for the Chief of Police.

OTHER RESPONSIBILITIES OR JOB REQUIREMENTS

• Completes personal timesheet accurately and timely. Ensures time is reported based on actual time worked.
• Using excellent customer service skills establishes and maintains effective working relationships with other employees, officials, and all members of the general public.
• Ensures computer is backed up once a month and adheres to Village of Ruidoso IT Policies
• Attend meetings, trainings, and workshops as needed.
• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.

QUALIFICATIONS

• High School Degree or equivalent and one (1) year receptionist or secretary experience in an office environment required.
• Post High School training preferred.
• Notary Public preferred.
• Must maintain a high level of computer abilities and keep up with changing technology.

• Excellent verbal and written communication skills and organizational skills required.
• Adept at working under pressure with frequent interruptions and ability to change focus immediately.

• Computer abilities within a Windows software environment required.

• Knowledge of basic office procedures and practices, grammar, and business English
• Knowledge of proper phone etiquette
• Knowledge of modern office equipment including computer equipment.
• Knowledge of personal computer, Word, Excel, PowerPoint, and Outlook or compatible applications including word processing, spreadsheet, and data base applications
• Knowledge of Ruidoso Police Department and Village of Ruidoso policies and procedures.
• Knowledge of general budgeting procedures.
• Knowledge of basic grant writing and reporting practices and procedures.
• Knowledge of organizational rules and procedures relating to cash handling, deposits, payroll, purchasing, and accounts payable.
• Ability to establish and maintain routine working relationships with citizens, public officials, businesses, and employees.
• Ability to balance a variety of duties, prioritize and meet deadlines required.
• Ability to understand and carry out instructions and procedures.
• Skill in understanding and following instructions, regulations, policies, procedures, guidelines, etc.
• Skill in utilizing standard office equipment such as personal computer, copy machines, multi-line phone, fax, etc.
• Skill in communications with and handling confrontational customers.
• Must be willing to take and pass a drug/alcohol test and comply with the “Drug Free”: Village of Ruidoso Policy
• Must be able to pass regular criminal history checks.
• Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the Village of Ruidoso.

PHYSICAL DEMANDS

• Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in car, bus or van, or other duties assigned.
• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
• Frequently required to sit, talk, or hear.
• Frequently required to stand, walk, run, use hands to finger, handle, or operate objects, controls, or computer or office equipment.
• Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl.
• Occasional pushing, pulling, lifting and/or moving up to 25 pounds.
• Occasional bending or squatting required.

WORK ENVIRONMENT

• Noise level could be quiet to moderate in work environment.
• Ability to work in a stressful environment and deal effectively with stress.
• Ability to perform duties and adapt to flexible work schedules as established by management.

TRAVEL REQUIREMENTS

• Limited travel – occasional ability to travel for activities such as meetings, classes, and workshops in and out of the area.
• Must be able to travel by air as needed to attend training, conferences, and related activities.

CLOSING STATEMENTS

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
• This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.