Administrative Assistant - Engineering

Location

Farmington, NM | United States

Job description

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #46: Administrative Assistant - Engineering

NUMBER OF VACANCIES: 1

DEPARTMENT: Community Works/ Engineering Division

WORK LOCATION: 805 N. Municipal Drive

HIRING RANGE : $18.9497 - $29.4879 /hourly

PAY GRADE : I

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday - Friday

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

APPLICATIONS RECEIVED UNTIL: Until Filled

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

Perform a variety of routine and complex clerical, secretarial and administrative work in providing administrative support to staff, keeping official records, providing customer assistance, and assisting in the administration and operation of the department.

Work under the general supervision of the City Engineer or Community Works Director.

Uses the IBM iSeries AS/400 or Central Square NaviLine Workspace to access expenditure accounts, billing information, budget information, create work orders, field purchase orders, requisitions, and job entries, etc.

Using excellent customer service skills establish and maintain effective working relationships with other department's employees, officials, and all members of the general public.

Assist in the office operations of the department. Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting, and facilities.

Provide annual compilation for department job cost allocation.

Maintain department website, posting notices and updating as required; including construction projects past, present and future as well as "outage" notices.

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

Prepares agendas and supporting materials; takes and transcribes minutes at public hearings and other meetings; prepares and distributes minutes and reports.

Prepares traffic billing invoice and tracks payment status.

Assists division with invoice payment processing.

Provides distribution and tracking of all department review submittals, including building permits, construction plans, plats, letters and other miscellaneous submissions.

Maintains updated engineering project status list.

Arranges and confirms meetings with officials, citizens, and community bodies.

Receives the public and answers questions both in person and over the telephone. Responds to inquiries from employees, citizens and others and refers, as necessary, to appropriate persons. Screens incoming calls and/or provides requested information.

Operates listed office machines as required.

Orders and maintains inventory of office supplies for division.

Receives, stamps, and distributes incoming mail; processing outgoing mail.

Maintain the department filing systems, hard copy and computer databases.

Serves as a notary for the department.

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

May be required to provide backup to other departmental positions.

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 Program which 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 administrative office procedures such as typing, filing, accounting and bookkeeping, and two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.

Working knowledge of personal computers and software packages, including specific knowledge of Word, Excel, PowerPoint and Access. Ability to learn other software specific to department.

Webpage software a plus, will train as necessary.

Data entry experience preferred.

Ability to type with accuracy in the range of 70 wpm or at a rate sufficient to perform listed duties: takes and transcribes minutes accurately.

Previous experience with Engineers a plus.

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

Ability to communicate effectively verbally and in writing.

Ability to handle stressful situations in a busy office setting.

Ability to successfully organize, work and complete multiple tasks simultaneously. Strong organization skills are required.

Ability to maintain confidential, sensitive material.

Ability to operate with proficiency: telephone, recorders, copy machine, fax machine, scanners, 10-key calculator, personal computer and applicable software including Windows, Word, Access, Excel, PowerPoint and Webpage.

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 operate 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, color 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.

AN EQUAL OPPORTUNITY EMPLOYER M/F/D/V

Job tags

Salary

$18.95 - $29.49 per hour