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Administrative Assistant AF

Department: Police Dept/Administration
Office: Police Department
Position Number:60-05-421-12166-11
Job ID#:16185
To be considered for this job:You must complete the on-line application form.

You must be able to type at least 30 net words per minute.

On-line typing test link: http://es.eskill.com/es/quiz/?testId=c62d18a7f8763d57
Opening Date for In-House Candidates:May 12, 2017
Opening Date to the Public:May 19, 2017
Open until filled; for best consideration, apply by:open until filled
Starting Salary (or salary range):14.85
Other information about this position or about working with the City of Rio Rancho:A Drivers License is required for this position. Your driving record must always meet City insurability standards.

This position is covered by a Bargaining Unit.
Banner:This is the initial posting of this job opening.

This job will be posted internally for 7 calendar days for current employees to apply first, then will be released for external applicants.
If you are called for an interview or to attend a pre-employment testing session:If you are selected for an interview, you will be contacted via e-mail or telephone with a date, time and place to interview.
Typical schedule :M-F 8-5


                                                     

Position Title: Administrative Assistant AF  

Department: Police

Reports to:  Department Director, Division Manager, or workgroup Supervisor 

FLSA Status: non-Exempt  

Bargaining Unit: AFSCME  

Pay Grade: 15A  

Job Status: Permanent, Full-time  

Full Time Equivalent: 1.00  

Position Summary

An Administrative Assistant performs highly complex and responsible duties contributing to the Department/Division’s operations and management by providing administrative support to staff, performing special analytical functions, processes, procedures, systems and leadership of other support staff. Duties include handling financial/budgetary matters, timekeeping/payroll/personnel issues, conducting management studies, and overseeing staff/volunteers, office services, supplies, equipment, records and facilities. Duties may also include production of informational materials and publications; assisting with special functions, programs or projects, and maintenance of websites. Uses initiative and individual judgment while keeping higher level management fully apprised. 

Education, Training and Experience – minimum required to proficiently perform the job

Education / higher education: Associate’s Degree 

            For required college degrees, applicable field(s) of study: Public or Business Administration, Secretarial Science, Industrial Engineering, Accounting, Finance or a related field.  

Minimum number of years of directly related experience: Two years of experience in a position whose duties include mid-level administrative support, operations research, organizational/departmental methods analysis, statistical analysis, and/or productivity work measurement studies. In lieu of an Associate’s degree, incumbent must possess 4 years of relevant experience. 

Education and/or experience preferences: Significant related experience using Microsoft Software used in the office environment such as Word, Excel, Access, Powerpoint or Publisher; Outlook and Sungard/HTE software 

Certifications, Licenses and Registrations

Driver’s License requirement: Infrequent Driver -- Regular Driver's License      Required Endorsements: None  

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: None 

Preferred certifications, licenses or registrations: Notary Public 

Knowledge, Skills and Abilities required to proficiently perform the job

Knowledge: The principles of work measurement and activity analysis;   The principles of statistical methods and techniques; Municipal budget methods and procedures; Computerized accounting principles and practices; Research methods, techniques, and reporting methods; and Computer systems and applications; Modern office practices and procedures; Principles of English usage, spelling, grammar, proofreading and editing; City governmental processes as they relate to City matters, administrative procedures, general management policies, and City structure; Report writing techniques, basic research techniques and their applications;   General business operations and functions related to office management. 

Skills:  Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (must test at or above 30 net WPM).   Use of technology, equipment and software typically used in the office environment. Make arithmetic and mathematical calculations quickly and accurately; Understand and follow oral and written instructions; Organize, coordinate and complete tasks to meet scheduled deadlines. Accurately type documents quickly enough to be able to timely complete assignments and produce an acceptable volume of work; complete work assignments with minimal supervision; operate computers and other modern office equipment, including online computer systems and related equipment. 

Abilities: Analyze issues, independently make decisions and exercise good judgment in administrative management tasks; establish and maintain effective working relationships with other City employees, elected officials and the public; employ work measurement techniques and conduct studies and research with minimal supervision; determine needs, gather, analyze, evaluate, and present data on departmental/divisional functions and operations; maintain complex records efficiently and accurately and to prepare clear and concise reports; communicate effectively both orally and in writing; use logical and creative thought processes to develop solutions; perform necessary procedural matters without immediate supervision; understand and follow oral and written instructions; organize, coordinate and complete tasks to meet scheduled deadlines.  

Interaction with Groups/Agencies/Entities: Internal: Works with City staff at all levels on   administrative and operational issues and special projects. External:   Works with contractors, vendors, customers, and the general public. 

Authorities and Accountabilities

Level of independent decision making: Moderate--incumbent is expected to analyze situations that are not covered by established procedures or instructions and suggest to supervisor a recommended course of action 

Budgetary/Financial/Asset accountability: Low -- Position is accountable to a Department Director or Division Manager and cannot make major decisions or obligate the City 

Span of control: Responsibility for own work; may have responsibility for an assigned workgroup

For positions that supervise:

  • Approximate number of employees directly supervised: generally none, although in some Departments/Divisions there might be supervisory or leadership responsibilities for lower-level administrative staff and temporary/seasonal employees 
  • Approximate number of employees indirectly supervised through subordinate managers/supervisors (excludes direct reports): None 

Essential Functions

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

  • Assist Management and Staff with administrative tasks – Perform a variety of administrative support activities such as: accurately type, generate, proofread, and distribute a variety of documents such as memorandums, letters, council action forms, resolutions, travel request forms, publications, newsletters, brochures and other department forms and technical documents using the necessary software and computer equipment; schedule appointments and prepare travel itineraries and reservations; copy, fax, and distribute a variety of forms and correspondence for staff; process daily incoming and outgoing mail; attend meetings and take/transcribe meeting minutes. Fills-in where needed in the absence of other lower-level administrative support staff. 
  • Operations - Evaluate the department’s administrative methods and procedures and recommend solutions to management in order to improve workflow and office productivity. Conduct research and analysis on administrative and operational problems, and prepare reports and recommendations to include cost analyses, comparative statistics, and program review data. Monitor programs, staffing, supplies and equipment utilization, report variances to management and prepare reports and recommendations to include cost analyses, comparative statistics, and program review data.   Develop, distribute and communicate changes in operating policies and procedures.
  • Programs – May process program registrations, withdrawals, adjustments and refunds.   May assist with (or may manage) special events, programs and activities as assigned. May update websites.
  • Finance, Accounting Payroll, Budget - Coordinate the collection and preparation of operating reports including time and attendance records, terminations, new hires, transfers, leave, performance statistics; enter data into various spreadsheets and/or databases; monitor and report to the manager or supervisor on variances including vehicle and equipment utilization, maintenance, contractual agreements services and obligation of the department or program, and the department or program budget. Coordinate collection, preparation and monitoring of budget expenditures; prepare budget modifications and recommendations for management review and approval. May process refunds or make daily deposits to bank.
  • Office Environment -- Oversee contractor and vendor services including computer and office equipment acquisitions, maintenance and repairs, facilities maintenance, records management and coordinate the purchase and installation of computer and office equipment; maintenance and control of inventory supplies in accordance with the procurement code and City credit card policy standard operating procedures.
  • Other – May administer volunteer programs.

 

Additional Essential Functions if assigned to Development Services:

  • Issues administrative permits to include home occupations, political signs, and subdivision signs
  • Conducts research and writes informational correspondence via public record request and City web site (Zoning, Planning & Building)

Prepares and coordinates mailing of Planning and Zoning packets including Granicus.

Additional Essential Functions if assigned to Utilities:

  • Conducts research and writes informational correspondence via public record request and City web site
  • Prepares and Coordinates mailing of Utilities Commission packets, including Standing Committees.
  • Serves as scribe to the Utilities Commission at nightly meetings and Saturdays, as required.

Physical Requirements and Working Conditions

Daily activity level: Primarily sedentary 

Physical characteristics: Job requires oral and aural communication; requires reading and comprehension of written materials; requires normal vision; requires grasping with hand, gripping; keystroking or repetitive motion of hands/fingers/arms; may be involved in verbal or physical confrontations; bending/kneeling/crawling; lifting/carrying/push/pull up to 20 lbs (on occasion, may need to maneuver items weighing more than 20 lbs using dollies or hand trucks); and may include working while standing for lengthy periods of time.  

Exposures: none - If in Utilities: Infrequent exposure to chemicals & odors of waste water plant treatment. 

Extraordinary working conditions: none 

Hazardous equipment/machinery used: none 

Required personal protective equipment: none required. If in Utilities: May be required to use hard hat, safety vest, and closed toe shoes. 

  

 


If you need an accommodation for a disability that would enable you to apply or interview for this position, please contact the Human Resources Department at 505-891-5011 (fax: 505-891-9183).

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