Administrative Assistant

JOB OPENING

CITY OF FARMINGTON

JOB POSITION : Administrative Assistant - Fire Administration

NUMBER OF VACANCIES: 1

DEPARTMENT: Fire/Administration

WORK LOCATION: 301 N. Auburn, Farmington, NM

HIRING RANGE: $19.5182 to $30.3725/hourly

PAY CLASS: I

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

TYPE OF POSITION: Regular, Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH: Until Filled, First Review 2 Weeks

JOB DUTIES

Part of the hiring process may or may not consist of computer literacy testing. Should you be selected to move forward in the process, the City of Farmington HR Office will reach out if computer literacy testing is part of the process.

ESSENTIAL DUTIES

Performs a variety of administrative, technical and professional work in providing information, assistance, and/or reports to the public, City Departments, and State and Federal agencies.

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.

Works under the supervision of the Fire Chief.

May supervise support personnel, or other part-time or temporary staff as assigned.

Performs a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the fire command staff, and assisting in the administration of the standard operating policies and procedures of the Fire Department.

Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

Coordinates the development and distribution of information regarding programs, services, activities, issues, policies and procedures of the Fire Department.

Reviews and evaluates written publications of the department and makes recommendations and changes.

Serves as a liaison and spokesperson between the Fire Department and the public.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of annual budget request; reviews and analyzes budget requests.

Prepares a variety of studies, reports and related information for decision-making purposes; conducts research, analysis, and prepares recommendations regarding proposals for programs, grants, services, budget, equipment, etc.

Responsible for the research, data collection and preparation of reports and other written or visual material used for grant applications, public presentations, news releases, special projects, etc.

Will be required to attend scheduled meetings and take minutes.

Plans intra-department meetings, conferences, and training sessions.

Arranges travel for Command Staff officers and civilian personnel, adhering to City rules and regulations.

Prepares and maintains department calendars.

Schedules appointments and performs other administrative and clerical duties.

Assists in the procurement of department materials and supplies; prepares and processes orders for department supplies, purchase requisitions, travel requests, etc.

Responsible for Department procurements cards, including submission of applications, inputting proper account codes for all transactions, and reconciling statements.

Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.

Develops or updates functional or operations manuals outlining established methods of performing work in accordance with departmental policy.

Answers and operates central telephone system and routes callers or provides information as required.

Receives the public and answers questions; responds to inquiries from employees, citizens and others, and when necessary refers to appropriate persons.

Receives and distributes incoming mail; processes outgoing mail.

Maintains inventories and orders office supplies and materials; maintains departmental personnel records.

Maintains department files, including confidential and sensitive material; may be required to transcribe sensitive and confidential materials.

Acts as custodian of departmental documents and records.

Inputs data to standard office and department forms; makes postings to various reports such as annual reports, hydrant inspection, fire inspection, training records and compiles tabulated data.

Responsible for the data entry of payroll for the department.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES

Serves as a member of various employee committees, 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.

Extensive background checks are required for this position.

Graduation from a college or university with an associate's degree in public administration, business management, or a closely related field, and three (3) years of related experience; or any equivalent combination of education and progressively responsible related experience.

Valid driver's license with acceptable driving record for the past three years.

Working knowledge of personal computers, software and configurations, including specific knowledge of MS Word, Excel, and other MS software. Familiarity with Sungard HTE (AS400) software a plus. Knowledge of computerized desktop publishing and graphic applications.

Notary Public commission preferred, but not required.

Ability to type 50 wpm or at a rate sufficient to perform duties of job.

Comprehensive knowledge of general office practices and procedures, with proficient spelling and grammatical skills. Ability to communicate effectively verbally and in writing.

Knowledge of basic bookkeeping practices and procedures.

Knowledge of records management filing systems.

Advanced public relation and customer service skills needed to assist the public.

Knowledge of media sources and regulations regarding advertising and media announcements.

Ability to accurately record and maintain records.

Ability to maintain confidential, sensitive material.

Ability to work well under pressure and in stressful situations.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel, and the public.

Ability to operate tools and equipment listed.

TOOLS AND EQUIPMENT USED

Personal computer including MS Word, Excel, and graphics software; mainframe computer terminal, calculator, typewriter, copy and fax machine, phone, and automobile.

PHYSICAL DEMANDS

The physical demands 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 walk, sit and talk or hear. The employee is frequently required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

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 noise level in the work environment is generally quiet.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/V/D.