Job Description
JOB OPENING
CITY OF FARMINGTON
JOB POSITION #156: ADMINISTRATIVE AIDE
NUMBER OF VACANCIES: 1 DEPARTMENT: Parks and Recreation
PAY GRADE: G Non-Exempt SALARY RANGE: $17.64 - $27.47 / Hour
TYPE OF POSITION: Regular, Full-Time WORK LOCATION: PRCA Admin. Office
DAYS WORKED: Monday Friday HOURS WORKED: 8:00 a.m. 5:00 p.m.
APPLICATIONS WILL BE RECEIVED THROUGH: Until Filled
This is an administrative support position working with the Parks and Recreation Department. The department is committed to growing a happy, healthy community for all, and enriching community quality of life through exceptional parks, programs, cultural experiences, and customer focus. This administrative support position will assist with clerical and administrative functions throughout the department supporting other members of the team as needed. This position will work as part of the administrative team and support other members of the team as needed. This position will be key to department success through the execution of exceptional customer service and high professional interaction with all stakeholders.
ESSENTIAL DUTIES
Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the staff, and assisting in the administration of the standard operating policies and procedures of assigned divisions with the Parks and Recreation Department.Works under the supervision of the Parks and Recreation Director or Assistant Director.
Receives the public and answers questions. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
Answers and screens incoming calls and takes messages for the department.
Responsible for receiving invoices, processing FPO's, requisitions, P-cards and travel in the AS400 or NaviLine computer system.
Use of various computer software to complete a variety of activities and date input necessary for department operations such as purchasing, travel and payroll.
Serves as a staff support liaison attending meetings to various Commissions, Advisories, and Board. Prepare agendas, post notices, record and transcribe minutes.
Assists in preparing monthly, quarterly, and annual departmental reports and other specialized statistical reports as assigned.
Receives and distributes incoming mail.
Will be required to follow City Purchasing policies to order and purchase office supplies.
Establishes and maintains departmental filing systems.
Maintains confidential personnel and correspondence files for the department. Orders and maintains inventory of office supplies and printed materials.
Responsible for scheduling routine maintenance/repair of office equipment.
Assists Department staff as needed for specialized projects, events, and administrative duties including the Farmington Clean and Beautiful program.
Responsible for preparing department records for archiving.
Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.
Operates a motor vehicle to assist in carrying out the business of the department and the City.
Attendance at work is an essential function of this position.
NON-ESSENTIAL DUTIES
Assist in researching information from departmental files.
Other duties as assigned.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
QUALIFICATIONS
This position is subject to the City's Drug and Alcohol Free Workplace Program. This includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.
Graduation from a high school or GED equivalent with specialized course work in general office practices.
Valid New Mexico driver's license with acceptable driving record for the past three years or state of current residency.
Ability to type at a rate sufficient to perform duties of the job.
Working knowledge of personal computers and software packages, including specific knowledge of Excel and MS Word; some knowledge of Access is helpful, but not necessary.
Working knowledge of general office practices and procedures, with proficient spelling and grammatical skills.
Ability to accurately record and maintain records. Data entry experience preferred.
Ability to communicate effectively verbally and in writing. Ability to effectively meet and deal with the public.
Skill to successfully organize, work and complete multiple tasks simultaneously. Ability to meet deadlines
Ability to maintain confidential, sensitive material.
Skill to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public
Ability to work under stress and handle stressful situations.
Ability to operate tools and equipment listed.
This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.
TOOLS AND EQUIPMENT USED
Personal computer including Microsoft Office software, Google applications, calculator, copy machine, telephone, and fax machine. Familiarity with and ability to learn and become proficient within the AS400 and NaviLine computer system.
PHYSICAL DEMANDS
The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is a normal office setting. The noise level in the work environment is usually quiet.
WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F.
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