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Temporary Office Assistant

Department: Public Works/Fleet Maintenance
Office: Fleet/Building Maintenance Facility
Position Number:26-10-410-12197-4
Job ID#:16203
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.

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: http://es.eskill.com/es/quiz/?testId=c62d18a7f8763d57
Opening Date for In-House Candidates:7/24/17
Opening Date to the Public:7/24/17
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 a temporary, non-benefitted position that will last for only a few weeks or months. Please ensure that you understand the length of the temporary assigment before accepting a job offer.

This position is a part-time, non-benefitted position.
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 (schedule may vary)


                                                     

Position Title: Temporary Office Assistant  

Department: Public Works

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

FLSA Status: non-Exempt  

Bargaining Unit: none  

Pay Grade: 9A   

Job Status: Temporary/Seasonal,  non-benefitted  

Full Time Equivalent: .5  

 

 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.

 This position is Temporary and cannot be filled for more than 9 months.

  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, 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:

 Compiles order information from the collection development librarians and notifies them of any problems with availability, duplication, or format; routes all professional collection development publications to the library’s selectors and monitors their timely return.

  • Identifies an existing bibliographic record from the Innovative or OCLC databases or creates a brief record for the item, attaches an order record incorporating all data pertinent to the items cataloging and processing direction.

  • Responsible for selecting established vendors for ordering, or for searching for difficult to obtain items from specialized vendors and out-of print dealers through online resources. Transmits orders using EDIFACT file transfer protocol or, when necessary, orders by telephone, fax, online or Email; monitors all order confirmation, back orders and cancellations. Responsible for contact and order information, and maintaining professional relationships with vendor account specialists.

  • Responsible for accepting all deliveries; unpacks new library materials and inputs invoice information into the Acquisitions system; works with the Administrative Assist ant to open PO’s, ensures invoices are paid correctly and on a timely basis, and that correct credit and discounts are received for all orders.

  • Tracks open orders and trouble shoots problems with vendors that are realized during transmittal of orders or upon receipt of materials; updates cancelled items by properly identifying cancellations and changing the status from “ordered” to “cancelled” and periodically runs list for problems; returns all damaged or defective items on a timely basis; and works with delivery people to maintain good working relationships.

  • Acts as backup in Technical Services in various areas as needed to maintain workflow.

  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 maintans 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 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.

 

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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