Administrative Assistant

JOB OPENING

CITY OF FARMINGTON

JOB POSITION : ADMINISTRATIVE ASSISTANT-WATER/WASTEWATER OPERATIONS & MAINTENANCE

NUMBER OF VACANCIES: 1

DEPARTMENT: Public Works-W/WW O&M

PAY GRADE: I

HIRING RANGE: $19.5182 - $23.9821 / Hour

TYPE OF POSITION: Regular, Full-Time

WORK LOCATION: West Annex, 805 Municipal Drive (2nd Floor)

DAYS WORKED: Monday - Friday

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

APPLICATIONS WILL BE RECEIVED THROUGH: Friday, May 02, 2025

PLEASE NOTE: AS PART OF THE HIRING PROCESS, THIS POSITION REQUIRES COMPUTER LITERACY TESTING TO BE COMPLETED. AFTER YOU HAVE APPLIED, YOU WILL RECEIVE AN EMAIL FROM TESTGENIUS WITH DIRECTIONS REGARDING TESTING.

JOB DUTIES

ESSENTIAL DUTIES

Work under the supervision of the Operations, Maintenance, and Environmental Administrator
and the Engineering Support Supervisor.

Using excellent customer service skills, establishes and maintains effective working relationships
with other employees, officials and all members of the general public.

Tracking and monitoring of division projects, submitting reimbursement requests in accordance
with entity regulations, i.e., NMDOT, NMED, NMFA, ARRA, FEMA, & BOR.

Thorough knowledge of AS400/NaviLine/Lucity work order system preparation and
distribution of work orders, estimates and requisitions in the AS400/NaviLine/Lucity computer
system. Provide support regarding the work order system to other city departments.

Work order completion, assembly assignment and project documentation for capitalization to
appropriate enterprise account.

Provide supervision for data entry in the AS400/NaviLine accounts receivable system for septic
disposal companies including preparation of invoices, payment receipts and preparation of
statements.

Train employees relative to office duties, policies and procedures. Train employees for
AS400/NaviLine/Lucity work request and estimate entry particular to the Public Works
Department.

Provide administrative assistance to director, division supervisors and staff with procurement,
interfaces with Purchasing to ensure City rules and regulations pertaining to purchases are
followed.

Coordinate and schedule meetings, tasks and appointments for immediate supervisor.

Coordinate activities with the department divisions, other departments and outside agencies as
needed.

Assist in the development of notices, flyers, brochures, newsletters, media releases, news articles
and other informational material about Public Works programs and services.

Provide a variety of routine and complex clerical, administrative and technical work in the
administration of the department.

Prepare a variety of reports and related information for decision-making purposes; research,
compile and prepare financial and accounting data for studies, reports and recommendations.

Provide historical and anticipated expense data; entry and preparation of divisions' annual
budget.

Assemble background materials and record action items for various meetings, as required.

Compose, transcribe, type and edit a variety of correspondence, reports, memoranda, forms,
documents and other material requiring judgment as to content, accuracy and completeness.

Assist public and answer questions related to Public Works Water/Wastewater O&M and City of
Farmington services. Respond to inquiries from employees, citizens and others and refer, when
necessary, to appropriate persons.

Research historical information, provide to various internal departments and external agencies.

Prepare drafts of presentations, resolutions, contracts, policies, etc. as assigned.

Establish and maintain department files, including confidential personnel, sensitive material and
archiving for the division. Ensure return of sensitive materials to Human Resources.

Travel Liaison for the Public Works Department.

Maintain and ensure confidentiality of information coming in and leaving the office process
paperwork of sensitive nature including resignations, dismissals, evaluations and hiring
memoranda.

Process requisitions for a multitude of goods and services, travel reimbursements, contractual
payments and end of year encumbrances for the division.

Schedule routine maintenance of office equipment; assist in troubleshooting copier, telephone,
pc and printer problems.

Order and maintain inventory of office supplies and printed materials for Water/Wastewater
O&M division.

Receive, stamp and distribute incoming mail and process outgoing mail.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES

May serve on various employee or department committees as required and 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 of Farmington's Drug and Alcohol-Free Workplace Policy
which includes: pre-employment testing, post-accident testing, reasonable suspicion testing,
return to duty testing, and follow-up testing.

Extensive background checks required.

High school diploma or GED equivalent. Five (5) years increasingly responsible work
experience or sufficient experience to perform all the listed duties.

Minimum of three (3) years previous experience with the AS400/NaviLine/Lucity computer
system and software preferred.

Excellent verbal and written communications skills.

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

Ability to maintain confidential, sensitive material. Adept at working under pressure with
frequent interruptions and ability to change focus immediately.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Skilled at working with angry and uncooperative customers, diffusing situations and proposing
solutions within guidelines.

Extensive knowledge of and ability to organize meetings and take and produce accurate minutes.

Thorough knowledge of computer-based work software programs such as Microsoft Word,
Excel, Access, and Publisher.

Ability to perform mathematical computations quickly and accurately; previous bookkeeping
experience is desired but not required;

Ability to operate the tools and equipment listed below.

TOOLS AND EQUIPMENT USED

Personal computer including frequently used software programs, typewriter, 10 key calculator,
copy machine, telephone, fax machine and dictating equipment. Familiarity with and the ability
to learn and become proficient with the AS400/NaviLine/Lucity computer system and software
system.

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 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.

AN EQUAL OPPORTUNITY EMPLOYER M/F/D/V