Administrative Assistant Job at Ruidoso Nm in Ruidoso

Overview

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 and Reporting

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 not a comprehensive listing of all functions and tasks performed by positions in this class.

Responsibilities

• Provides administrative assistance and secretarial support to the Chief of Police.
• Drafts and/or types 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.
• Coordinates maintenance and repairs on building, phone system, security system, closed circuit cameras, battery back-up 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 for reimbursement.
• Responsible for overall coordination of purchasing goods and services for the department, in accordance with state and local laws. Prepares Bid Specifications and evaluates bids. Facilitates capital outlay purchases for the department.
• Performs a wide variety of clerical support duties including but not limited to typing, transcribing, filing, scheduling, and handling paperwork.
• Maintains manual and computer records for department programs, contracts, vehicle maintenance records, policies and procedures. Tracks and maintains 30+ Department vehicles for maintenance and repairs.
• Performs routine bookkeeping and payroll-related tasks as directed; acts as Tyler delegate adjusting time and payroll within Village guidelines and provides payroll reports to Human Resources.
• Enters agenda items for the Chief of Police.

Other Responsibilities or Job Requirements

• Completes personal timesheet accurately and timely. Reports time based on actual time worked.
• Provides excellent customer service and maintains effective working relationships with staff, officials, and the general public.
• Backs up the computer monthly and adheres to Village IT Policies.
• Attends meetings, trainings, and workshops as needed.
• The above statements are not a complete list of all responsibilities and duties; employees may perform other duties as assigned.

Qualifications

Minimum 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.
• Proficient computer skills and ability to adapt to changing technology.
• Excellent verbal and written communication and organizational skills.
• Ability to work under pressure with frequent interruptions and switch focus as needed.
• Computer abilities within a Windows environment.

Knowledge, Skills, and Abilities

• Knowledge of basic office procedures, grammar, and business English.
• Knowledge of proper phone etiquette and modern office equipment.
• Knowledge of Word, Excel, PowerPoint, Outlook or equivalent software.
• Knowledge of Village policies and procedures, budgeting, and basic grant writing and reporting.
• Ability to establish and maintain routine working relationships with citizens and officials.
• Ability to balance multiple duties, prioritize, and meet deadlines.
• Ability to understand and follow instructions and procedures.
• Ability to handle confrontational customers and communicate effectively.
• Must be willing to take and pass a drug/alcohol test and comply with the Village policy; pass criminal history checks; maintain a valid NM driver’s license and satisfactory MVR.

Physical Demands

• Office-based duties with sitting, standing, and occasional lifting of supplies and equipment.
• Ability to lift up to 25 pounds occasionally.

Work Environment

• Noise level ranges from quiet to moderate; ability to work in a stressful environment and adapt to flexible schedules.

Travel Requirements

• Limited travel; occasional meetings, classes, or workshops; may require air travel for training or conferences.

Closing Statements

• Applicants may be required to provide proof of minimum qualifications if selected.
• In emergencies, employees are required to work to provide for public safety and service continuity.
• This job description is subject to change as organizational needs evolve.

The Village of Ruidoso offers a complete benefit package to full-time employees, including health, dental, and vision insurance. The Village participates in PERA and provides paid holidays, vacation, and sick leave. Additional voluntary insurance benefits and deferred compensation plans are available. See the Insurance Benefit Booklet and a benefit summary for details.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Government Administration

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