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Office Assistant AF

Department: Public Works/Streets & Right of Way (SROW)
Office: SROW Operations & Maintenance Yard
Position Number:55-15-441-12185-6
Job ID#:16197
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:
Opening Date for In-House Candidates:6/23/17
Opening Date to the Public:7/01/17
Open until filled; for best consideration, apply by:Open until filled
Starting Salary (or salary range):11.08
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


Position Title: Office Assistant AF  

Department/Division: Parks & Recreation, Senior Services Division; Library; Public Works, Engineering Division; Police Department, Administration Division 

Reports to: Department Director, Division Manager or Workgroup Supervisor  

FLSA Status: non-Exempt  

Bargaining Unit: AFSCME  

Pay Grade: 09A  

Job Status: Permanent, Full-time  

Full Time Equivalent: 1.00  

Position Summary

An Office Assistant performs receptionist duties, typing and filing correspondence, memoranda, reports, processing purchasing requests, cash handling, Xeroxing/scanning, staff scheduling, and may coordinate the daily work activities of others. 

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

Education / higher education: High School Graduate or equivalent 

Minimum number of years of directly related experience: Two years’ experience in a similar office/administrative position 

Education and/or experience preferences: AA Degree with studies for Administrative Assistant, secretarial studies, or 2 years college-level coursework with classes in English grammar and composition, math, accounting and other related subjects.   At least two years related experience using Microsoft Software used in the office environment; prefer experience with Groupwise 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: in some areas, incumbent may be required to be certified in First Aid, CPR, AED, Cash Handling and Defensive Driving. 

Preferred certifications, licenses or registrations: Notary Public 

Knowledge, Skills and Abilities required to proficiently perform the job

Knowledge: Knowledge of Department/Division procedures, office procedures, and software. 

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. Complete   work assignments with minimal supervision; operate computers and other modern   office equipment, including online computer systems and related equipment. 

Abilities: Ability to read, comprehend and carry out detailed but routine written or oral instructions. Ability to write short routine correspondence and memos.   Ability to effectively present information to employees and customers.   Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.   Ability to deal with problems involving numerous concrete variables in standardized situations. 

KSA’s specific to assignment in the Library: Knowledge of library procedures, library system software.

Interaction with Groups/Agencies/Entities: Internal:   Works with department supervisors,   managers and directors on routine assignments and special projects.   Maintains harmonious, courteous, and   understanding relationships, while fostering a collaborative teamwork   environment.   External: Works with vendors, contractors, customers,   the general public, or public officials on routine problems and issues in a   courteous and efficient manner.   Presents a friendly, courteous image for the City to the general public,   visitors, and public officials.      

Authorities and Accountabilities

Level of independent decision making: Minimal-incumbent primarily carries-out instructions and follows established procedures 

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 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.


  • Administrative Functions - Maintain calendars and schedules   of activities, meetings and various events; set meetings and appointments;   coordinate activities with other City departments, the public and outside   agencies; coordinate travel arrangements; ensure that meeting facilities are   prepared. May attend meetings, take and transcribe minutes; coordinate and   participate in the preparation and processing of agendas; ensure that staff   reports are typed; ensure that agenda packet is complete including all staff   reports and related supporting documents; coordinate the duplication,   collation, and distribution of agenda packets. Verify and review materials for   completeness and conformance with established regulations and procedures;   apply applicable policies and procedures in determining completeness of   applications, records and reports. Make copies and assemble materials for   distribution to employees, managers, and public officials. Compose correspondence related to assigned   responsibilities; type and proofread a wide variety of reports, letters,   memos, forms, and statistical charts; type from rough draft, verbal   instructions or recordings; may sign and distribute correspondence.
  • Operations - Compile, tabulate, maintain and   organize data and background material and prepare a variety of statistical,   financial, operational and special project reports and records, using various   software and databases that may be specific to the assigned Department or   Division. Acts as liaison between   staff and the Director, providing information, researching and answering   questions and assuring staff are kept informed of all administrative   decisions/changes within the City structure.   Coordinate and assume functional responsibility for oversight of the   work of other office support staff and/or volunteers, acting as lead,   prioritizing and assigning tasks, reviewing the work of others and keeping   the Director/Manager apprised of work progress and challenges.
  • Customer Service - May act as receptionist to the   Department/Division. May receive   incoming telephone calls, requests, and complaints in order to ensure timely   resolution of issues; receive monies from the general public, issue receipts   for taxes, permits, and licenses, and maintain files on all transactions. Research information from City files,   minutes, regulations, and legal documents for the general public, employees,   vendors and contractors, and public officials.
  • Programs – May process program   registrations, withdraws, 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. Tracks and receives deliveries and routes   them to proper person/area. Establish,   organize and maintain filing systems; perform record keeping for various   funds and expenditures; maintain inventory records and other department and   program files. 


Additional functions if assigned to the Library:

  • Processes orders from selectors using vendor systems, online and other resources including difficult to obtain items from specialized vendors and out-of-print dealers. Applies all pertinent fund accounting and patron information correctly. Notifies selectors of any problems with availability, duplication, or format; places holds on patron request-orders; assist selectors in proper ordering procedures. Participates in the management of standing orders and continuations. Transmits orders using EDIFACT file transfer protocol or other means when necessary. Monitors all open orders, order confirmations, back orders and cancellations. Trouble shoots problems with vendors that are identified during transmittal of orders or upon receipt of materials. Returns all damaged or defective items on a timely basis.
  • Responsible for contact and order information, and maintaining professional relationships with vendor account specialists.
  • Utilizes vendor systems effectively to apply appropriate fund and location information to orders. Downloads bibliographic and order records into the Sierra system or creates records as needed. Ensures that records meeting the quality control standards for the system.
  • Acts as backup in Technical Services in various areas as needed to maintain workflow.
  • Unpacks new library materials and invoices new library materials in a timely and precise manner.
  • Distributes materials to appropriate technical services staff for cataloging and processing in a       timely manner.
  • Works with the Administrative Assistant to establish purchase orders, ensures invoices are paid       correctly and on a timely basis, and that correct credit and discounts are received for all orders.
  • Assists with other acquisitions and fund accounting tasks. Maintains vendor records and assists with establishing EDIFACT ordering and order confirmations procedures.

Additional functions if assigned to the Senior Center (“MSC”):

  • Volunteer Program - Coordinates with Sandoval County Senior Programs regarding the Retired Senior Volunteer Program (RSVP); recruits volunteers, collected and reviews timesheets; maintains volunteer database. Creates and maintains volunteer job descriptions, training manuals and materials, policies and procedures, etc. Produces reports on volunteer activities.
  • This position coordinates the activities of approx. 250 non-paid staff and 15 non-paid front desk staff.
  • Designs, edits and finalizes a 12-page newsletter on a monthly basis and forwards to a commercial printer along with a subscriber list and instructions for processing.
  • Corresponds with the Chief Communication Officer for submitting program information to the media.
  • Maintains and updates MSC program information to the City website.
  • Seeks revenue through advertising and sponsorships.
  • Assists in developing and producing marketing materials such as MSC brochures, flyers and posters.
  • Assists in developing, implementing, monitoring and evaluating comprehensive programs, classes and special events of a recreational, educational, social and cultural nature.
  • Compiles, tabulates, maintains and organizes data and background material and prepares a variety of statistical, financial, operational and special project reports and records, using various software and databases that may be specific to the assigned to MSC.
  • Prepares monthly data and evaluation reports of recreation and education programs.

Additional functions if assigned to the Police Department:

  • May assist with the Recruiting & Training


Additional functions if assigned to the Police Department-Animal Control:

  • Will dispatch calls for service to field officers
  • Processes adoptions, reclaims, surrenders and issues pet licenses
  • May handle animals, and thus may be exposed to sharp objects including teeth, finger/paw nails, including possible biting 

Physical Requirements and Working Conditions

Daily activity level: Primarily sedentary; however, some positions such as the library can be quite physical with respect to receiving incoming shipments of supplies and materials or setting up furniture and equipment for programs.

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.   Additional Physical Characteristics if working in the Library: Lifting/carrying 30 lbs and Pushing/Pulling   carts up to 50 lbs. 

Exposures: In some areas, incumbent may be exposed to biological agents, human/animal body fluids, blood borne pathogens, excrement or tuberculosis. 

Extraordinary working conditions: none 

Hazardous equipment/machinery used: none 

Required personal protective equipment: For some tasks, incumbent may be required to wear latex or rubber gloves 

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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