Solid Waste Administrative Assistant

Village of Ruidoso•Ruidoso, NM

About The Position

The Administrative Assistant supports the Solid Waste Manager and staff by coordinating the department’s business operations and helping meet its goals. The role covers solid waste collection, dumpster maintenance, and vehicle maintenance, including scheduling for these activities. It involves technical administrative work and collaboration with others; the assistant may also assign tasks to department personnel to support customer satisfaction and department goals. The position reports directly to the Solid Waste Manager and works under general supervision. Regular hours are Monday through Friday, 8 a.m. to 5 p.m. Extended hours, including some weekend work, may be required, and the employee must adapt to a flexible schedule established by the Solid Waste Manager. The position is FLSA non-exempt and excluded from the bargaining unit because of the confidential, managerial, administrative, or supervisory nature of its duties. The role includes office administration, customer service, scheduling, payroll preparation, purchasing and invoice processing, recordkeeping, website updates, budget and grant support, and preparation of reports and documents. The employee must meet the stated education or experience requirement, maintain a valid New Mexico motor vehicle operator’s permit of the appropriate classification and endorsement, and satisfy the Village’s driving-record and insurability requirements. Applicants must be willing to pass drug/alcohol testing and regular criminal history checks.

Requirements

Associate degree in business or five years of experience in a similar position.
Excellent communication and organizational skills.
Demonstrated ability to use a personal computer in a Windows Microsoft environment, including Word, Excel, PowerPoint, and Outlook.
Willingness to take and pass a drug/alcohol test and comply with the Village Drug Free Policy.
Ability to pass regular criminal history checks.
Valid New Mexico motor vehicle operator’s permit of the appropriate classification and endorsement, maintained as required.
Maintain a satisfactory motor vehicle record and minimum insurability as required by law; the Village will conduct motor vehicle record background checks.
Ability to understand and carry out instructions and procedures with minimal supervision.
Knowledge of Ruidoso’s Municipal Code as it relates to Solid Waste, purchasing procedures, payroll, related ordinances, basic office procedures and practices, grammar, and business English.
Ability to write and maintain grants and manage the day-to-day operations of a solid waste office.
Ability to maintain the physical condition and stamina needed for assigned duties, which may include extended sitting, standing, walking, driving, or riding in vehicles.
Ability to occasionally lift, push, pull, or move up to 25 pounds and occasionally squat or bend.
Ability to work during emergencies to support public safety and delivery or restoration of vital services.

Nice To Haves

One year of experience in refuse collection pickup or a similar service industry is preferred.

Responsibilities

Draft or transcribe departmental letters, memoranda, and notices.
Schedule meetings and trainings as needed.
Maintain manual and computer records for department programs, contracts, vehicle maintenance, policies and procedures, safety matrices, and safety training schedules.
Perform routine bookkeeping and clerical work, including use of Microsoft Word, Excel, and database applications, copying, faxing, scanning, and emailing.
Maintain employee schedules and make changes as needed.
Submit forms and correspondence to the appropriate department for payroll; help ensure accurate and timely biweekly timesheets; prepare department payroll for the department head’s final approval.
Answer the phone, serve as receptionist, and provide departmental information to outside agencies and the public.
Maintain requisitions and purchase orders, receipts, and contracts; code invoices and billings; process invoices weekly for payment.
Maintain and order janitorial and office supplies; prepare requisitions, obtain price quotes, and secure appropriate signatures.
Maintain and update the Solid Waste website through The Agency.
Assist with department budget preparation and research potential funding from state, federal, and other sources, including grants.
Prepare and monitor requests for proposals, bids, grant applications, contracts, and other assigned documents and reporting requirements through completion.
Maintain and update the department business plan.
Coordinate assigned activities with other departments, agencies, and organizations.
Respond to and resolve difficult and sensitive citizen inquiries and complaints about solid waste collection or dumpster locations.
Prepare reports for Village Council and management as requested, as well as monthly and yearly department reports.
Ensure compliance with Village procurement policies and procedures.
Attend meetings, trainings, and workshops as required or necessary.
Ensure on-the-job injuries are reported immediately and followed up with appropriate forms and actions.
Immediately report harassment concerns and take appropriate actions.
Perform other related duties and special projects as assigned.