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Police Department - Executive Assistant MC

Department: Police Dept/Administration
Office: Police Department
Position Number:60-05-421-6005-3
Job ID#:16200
To be considered for this job:You must be able to type at least 45 net words per minute.

Instructions for testing: Go to the Citys website, then to EMPLOYMENT, then to IF THE OPEN JOB REQUIRES A TYPING TEST.

On-line typing test link:
Opening Date for In-House Candidates:07/07/2017
Opening Date to the Public:07/07/2017
Open until filled; for best consideration, apply by:Open until filled
Starting Salary (or salary range):$16.37
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.
Banner:This is the initial posting of this job opening.
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: Executive    Assistant MC  

 Department: City Manager; Human Resources ; Police Dept

Reports to: Depending on    Department assignment--City Manager; HR Operations Manager; Police Chief or    Captain  

FLSA Status: non-Exempt  

Bargaining Unit: none  

Pay Grade: 17A  

Job Status: Permanent,    Full-time  

 Full Time Equivalent: 1.00  


Position Summary

The Executive Assistant performs highly responsible clerical and administrative support activities and responds to customer service inquiries from the public and City employees.  

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

Education / higher education:  AA Degree or equivalent  

               For required college degrees, applicable field(s) of study: Human Resources, General Business or Accounting.  

Minimum number of years of directly related experience: Five years in an administrative support role.   In lieu of a degree, incumbent must possess seven years of experience.  

Education and/or experience preferences: Prefer experience in a municipality, county, state government, or other high-level administrative position in a governmental entity  

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: Notary Public  

Time given after hire/promotion to obtain certification or licenses: 6 months  

Preferred certifications, licenses or registrations: if working in the HR Dept—PHR preferred

Knowledge, Skills and Abilities required to proficiently perform the job

Knowledge: General office procedures, equipment and protocol; understanding and working knowledge of the administrative functions of a high-volume department.   

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 (should be able to test at 45 net wpm). Use of technology, equipment and software typically used in the office environment. Typical office equipment (computer, fax, printers, calculator), Microsoft Suite of products such as Word, Excel, Access, Powerpoint, HTE System.   

Abilities: Must possess the ability to think through complex situations and formulate a recommended course of action. Must be able to maintain confidentiality, consistency and accuracy amidst diverse information sources. 

Interaction with Groups/Agencies/Entities: Works with department staff, supervisors     and managers on routine assignments and special projects. Maintains harmonious, courteous, and     understanding relationships, while fostering a collaborative teamwork     environment. Responds to requests     from other employers for confidential employee information. Presents a friendly and courteous image     for the city with job applicants, the general public, employees, and public     officials.    

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 (possible supervision/leadership of Summer Interns or temporary assistants)  

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.

  • Serves as first point-of-contact for visitors and guests in person and on the phone; solicits and obtains applicable information to determine course of action; resolves issues, dispenses information, and makes appropriate referrals.
  • Assists the public and employees with applications, forms and other documents; provides instructions, addresses questions and interprets policies and procedures.
  • Drafts, prepares and transmits correspondence and other communications as necessary; assembles and distributes information packets and other items; produces informational materials.
  • Manages the ordering and maintenance of office supply inventories and departmental equipment; tracks and maintains work orders and monitors contractual agreements.
  • Performs various administrative functions; performs clerical duties such as typing, filing, record keeping, copying, log in and track files/documents, scanning and data entry functions; maintains personnel files, records and databases; processes time sheets; distributes daily mail.
  • Receives/maintains/coordinates invoices for departmental purchase orders and P-Card purchases. Assists in the department budgetary process by monitoring funds as appropriate as well as procurement of applicable materials and services.
  • Administers the department’s performance evaluation system.
  • Researches and compiles data and information on various topics from external and internal sources; presents conclusions and findings.


Additional duties if assigned to the Police Department:

  • Assists with scheduling and coordination of DWI Seizure Program hearings with the City Attorney’s Office.
  • Works closely with Law Enforcement personnel assigned to the DWI Seizure Program.
  • Complies reports and records as required by City Ordinance to conduct administrative hearings for DWI Seizure Program.
  • Serves as a point of contact with the DWI Seizure Program answering questions and concerns from the public.


Additional duties if assigned to the Human Resource Department

  • Administers/plans employee training programs; works with Safety Team and others responsible for designing training, including planning, scheduling, inviting/announcing, registering, and maintaining records of participation.   Distributes “Safety Training Progress” reports.
  • Assists with organizational chart maintenance and updates.
  • Maintains the City’s Performance Evaluation system and distributes “evaluation due” reports.
  • Maintains monthly/annual statistical reports.
  • Special HR projects as assigned.
  • Oversees, trains and coordinates the work of any Youth Workers assigned to the department.
  • Responds to confidential inquiries for employment information and references from prospective employers, mortgage companies, etc.

Physical Requirements and Working Conditions

Daily activity level:  Primarily sedentary  

Physical characteristics: Job requires oral and aural communication ; Job requires reading and comprehension of written materials; Fine finger manipulation; Grasping with hand, gripping; Keystroking or repetitive motion of hands/fingers/arms; Bending/kneeling/crawling; Lifting/carrying/push/pull up to 20 lbs. 

Exposures: None  

Extraordinary working conditions: None  

Hazardous equipment/machinery used: None  

Required personal protective equipment: None 

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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